Meeting invite templates for virtual meetings

Although virtual meetings can increase efficiency, without the right preparation, they can feel like a waste of time. Sure, there are high-quality video conferencing solutions available to facilitate virtual meetings. But without a clear and organized meeting template, virtual meetings can feel tedious and time-consuming. Luckily, with the right meeting invitation, you can improve your organization's efficiency and effectiveness even when your team can't be in the same place. Today, let's take a look at how to create a great virtual meeting invite template.

Why do you need a meeting invitation?

Scheduling is key in today's connected world. One of the most important steps for a successful meeting is to make sure that everyone who needs to attend has received an invitation in time. As the following meeting invitation email samples show, invites don't have to be too complex, but they should include important information, such as date, time and location.

Because video conferencing software may require people to log in to a specific call location or meeting room, it's important to make sure that this information is clearly communicated in the invitation. By taking the time to set up an informational meeting invitation, you can make sure that all participants are prepared, especially if they'll be expected to present. If there are team members or meeting guests who need additional help with audio and visual components, you may need to give yourself time to help them get ready.

Virtual meeting invite template

Start with a clear and relevant subject line. Even if you prepare your meeting invite template in a word processing program, it will likely be sent as an email. With more than 319 billion emails sent each day, the subject line is key to effective correspondence.

When you're creating a team meeting invitation email sample, it's important to be cautious of scheduling. It's likely that people who are working from home have additional meetings marked in their calendars. Check availability before scheduling meetings to make sure there's enough lead time for all appropriate parties to get involved.

It may be helpful to include an agenda with your meeting invitation. That way, busy employees can refresh themselves before the meeting and be aware of any tasks or information that they'll be expected to share. Here's a basic meeting invite sample to help you get started.

Sample meeting invitations with agenda

Weekly/Recurring meetings

Hello [insert employee name],

Our weekly meeting is approaching in [# of days]. This week, we'll be talking about [include topic] and making decisions about [upcoming work project].

  • Meeting goal
  • Action items to be discussed
  • What to prepare

Please reach out if you have any questions or information you'd like to include in the upcoming agenda.

Presentation meetings

Dear [team/team members],

We will conduct our next team meeting on [insert date] to cover [subject #1] and [subject #2]. The goal of this meeting is to [insert goal here]. We'll be covering the following:

  • Talking point 1
  • Talking point 2
  • Talking point 3
  • Action items [status, deadlines]
  • Upcoming goals and to-do items

You can use these meeting invite samples to help organize your teams and create a more efficient workflow. If you're looking for video conferencing software to help with your upcoming meetings, reach out to 8x8 today. We're helping business employees by providing secure and encrypted audio/visual solutions built for the modern hybrid workplace. Contact us today to learn about our award-winning business solutions.