If there’s one thing your team and your clients hate to waste, it’s time. Schedule your meetings via email to keep everyone informed, organized, and efficient with these strategies and tips.
While some information can be conveyed in an email, other times it’s essential to find a time to connect in real time. The rise of virtual meetings has made it even more convenient to hop on a call or video meeting. Whether you are hoping to connect virtually, or in person, setting the foundation for a successful meeting begins with your scheduling communication.
With the use cases for meetings only expanding, it’s important for your team to have professional and effective scheduling processes. No matter the size or style of your team, you can easily develop best practices when it comes to scheduling a meeting via email.
Why Schedule a Meeting via Email?
Your team is most likely using a variety of channels to communicate internally, as well as with your current and prospective customers. This list might include email, social media, phone communication, and more. While there is certainly a use case for each of these channels, scheduling a meeting is best communicated through email.
Ensure convenience as you arrange your meeting
Email is an effective communication channel that allows for back-and-forth discussion to happen at each parties’ convenience. This is unlike a phone call or other real-time channels that require an instant response. It also maintains a professional tone, which may be lost over social media channels.
Strike the perfect balance when you schedule your meetings over email.
Keep track of important meeting information
When you use email communication to schedule a meeting, you’re able to keep your team on track by providing a digital paper trail. ✍️ Your colleagues can refer back to details like the time, location, topics, and so on.
This digital paper trail is just as convenient for the other meeting participants, too. Your meeting attendees will rest assured knowing exactly when and where their meeting will be taking place.
Easily include reminders and RSVPs
Instantly reduce meeting scheduling pain points such as no-shows and inconsistent attendance information.
If your team’s first reaction to scheduling a meeting is a groan, then it may be because of these pain points. Your team likely spends a significant amount of time preparing for a meeting, which may even be tailored to a specific attendee. That time can feel wasted if the attendee misses the meeting due to a lack of reminders, or if the specific attendee was swapped out with no advanced notice.
When you schedule your meeting over email, you can include calendar invitations and links to RSVPs so everyone has the necessary information for a successful meeting. These simple tools help reduce wasted time and ensure your team feels supported as they schedule meetings.
Automate your email sequence
If you’re sending meeting invitations as a part of your lead outreach, then email automation will save you time, energy, and money.
With an email marketing platform, you can create an automated sequence to reach out to clients with a meeting invitation, as well as follow-up communication. Even better, email list-building tools help collect leads you can then reach out to with meeting requests.
Scheduling a Meeting via Email Best Practices
Preparing meeting request emails goes beyond simply including a calendar invite and hitting send.
We’ll go over all the necessary considerations for scheduling a meeting via email. Of course, how you apply these best practices will depend on your specific business needs. For example, sending a cold email meeting request to a prospective lead will differ from an internal meeting request.
Get the right contact information
Your first priority when it comes to scheduling meetings via email should be getting the correct contact information, both the contact’s name and email address.
Take the time to ensure you’re addressing your email to the right person, and that the name is spelled correctly. We recommend looking to your company’s brand guidelines when it comes to the best way to address your email recipients. Using a full name might be appropriate in some instances, or even just a first name. However, some situations might require more formality.
Next, make sure you have the right email address. While this may be a little more difficult when you are dealing with cold communication, there are many tools specifically designed for email verification. If you find yourself sending cold meeting scheduling emails, make sure you have the necessary tools to keep this outreach effective.
Avoid lengthy emails
Your scheduling meeting email shouldn’t put your readers to sleep with dense and overly complicated text.
The best scheduling meeting emails will have a brief description of the purpose of the meeting, as well as the relevant logistical information. If you find yourself needing to communicate further information, you can always include a meeting agenda in a follow-up email or reminder.
However, the initial email should be short and sweet. This ensures the important logistical information isn’t lost in the mix, and that the email gets read in its entirety.
Customize your email copy and subject line
Tailor the content of your email to the specific meeting you want to schedule. This goes beyond simply including the invitee’s name in the greeting.
Make sure you include specific and relevant details so your invitee knows exactly what they’re agreeing to when they accept the invitation. And don’t stop after the email body. Customize other aspects of your email, like the subject line, greeting, body, and any calendar invitations or other attachments.
Need some email subject line inspiration? Or just want to brush up on best practices? To learn more about subject lines, check out our best email subject line examples.
Don’t forget to follow up
Your initial meeting invitation can’t be the only communication prior to meeting. Whether you’re following up due to a lack of response or sending a meeting reminder email, your follow-up message should take all of the previous best practices into consideration.
The appropriate timeline to follow up will depend on your specific use case. Generally speaking, sending an email the next week would be an appropriate time frame.