The meeting after the meeting

I was still smiling when Bia came back to her desk. She had spoken up in the meeting, connected her idea to Pablo’s point, answered Dylan’s questions and helped the team shape a test for the campaign. She was nervous, of course. Most people are when they’re finding their feet.

“You did really well,” I told her. “I was terrified,” she said. “And you still got your idea into the room. That counts.”

The team needed a follow-up meeting to agree on the video test, so I turned to her. “Would you like to prepare the follow-up meeting?” Her eyes widened. “The whole thing?” “We’ll do it together. You can start with the invitation.”

Start with a clear invitation

A useful meeting invitation answers three questions: why are we meeting, when could we meet, and what should people prepare?

“Why give two options?” Bia asked. “It makes it easier for people to answer. And if anyone is joining from another country, include the time zone.” We read the message aloud. It was friendly, specific and easy to respond to.

Check availability and confirm

By the afternoon, everyone had replied. Tuesday worked for the team. Bia sent a confirmation with the final details.

“Scheduled for” is useful when you’re confirming a time. “Thanks for confirming” makes it clear you received everyone’s replies.

Send the agenda before the meeting

A short agenda helps people arrive prepared. Bia kept it to three points.

• Review the campaign idea
• Choose the first two video topics
• Agree on responsibilities and next steps

She asked everyone to bring one suggested topic, attached the draft campaign outline and checked that the file opened. “I thought organising a meeting meant booking a room,” Bia said. “That’s one small part. Preparation helps people use the time well.”

Take care of the practical details

Before sending the reminder, Bia checked the room, screen connection and remote link. She made sure the meeting had enough time and that the right people were invited. Small details can prevent a lot of last-minute stress.

Send a reminder—and follow up

After the meeting, she sent a follow-up with the decisions, owners and deadlines. That meant nobody had to guess what would happen next.

“You handled the whole process,” I told her. “With your help,” she said. “That’s how it works,” I replied. “You take the lead, and I’m here when you need a sounding board.”

Try it: Write a three-line invitation for a meeting you need to organise. Include the purpose, two possible times and one thing people should prepare.