In this episode, Erik shares the 6 tips plus 2 bonus tips on how to create meaningful calendar invitations.
Erik J. Olson (00:03):
Six tips to have effective calendar invitations. What is happening? This is Erik J. Olson in business. These days, we send out a lot of electronic calendar invitations. I’m not talking about paper invitations for like a wedding, but like day to day, calendar invitations between you and someone else, either in your company or some other company. Now I, I see a lot of mistakes that are made. I’ve made a lot of these mistakes, all these mistakes in the past. And I wanna share with you six tips, plus two bonus tips, by the way. So stay tuned to the end two bonus tips. After the six, about how to have effective calendar invitations. Number one, use a subject line with your invitees in mind. This is incredibly important. Alright. If I am having a meeting with Bob Smith, what I don’t want do is send out a calendar invitation that says meeting with Bob Smith and invite Bob Smith.
Why? Cause when Bob Smith sees it on his calendar and maybe the meeting is like tomorrow, a week from now a month from now, Bob Smith is gonna be like, oh, what, what is this? And all he’s gonna see is meeting with Bob Smith. He is Bob Smith. He knows he’s in a meeting, it’s on his calendar. It doesn’t help him. He needs to know who I am. Right. So make sure that you include your name or your company name in the subject line. Number two, very similar. If this is like a meeting between multiple people and companies like you’re doing some sort of like meet and greet between companies, put your company name in the subject line now, not just theirs. All right. Acme company. It doesn’t help to know for them that you have a meeting with Acme company because they are Acme company.
This is the same as the Bob Smith example. It’s just at the company level. Now. Here’s what I do. I put both names in the subject line and this is number three. Put your name in there first. Then put their name in there. Second. That’s what I do now. Here’s why, whether it’s my first and last name or sometimes just my first name. If people really know me well, or if it’s a company, you know, kind of a company affair, I put whatever my identification is. First name, full name or company name that goes in there first. And it’s usually in the format of something like this meeting between me and them. All right. So meeting between Erik or Erik Olson or Array Digital and them, which could be Bob Smith, Acme company, et cetera. I put my information in there first because I have them in mind. All right. They are the ones that I care about the most. Now this is this pertains to like almost all these tips. Have your
Erik J. Olson (02:58):
Invitees in mind, don’t have yourself in mind. All right. So when that calendar invitation that I’m sending ends up on their calendar and they see it, I want it to be meaningful to them as quickly as possible. So I put my name first. This is not from like an ego thing. Like, oh, I’m better than no, that’s not what I’m doing here. I actually am doing just the opposite. I’m thinking about them. Be empathetic. When they look at that calendar invitation, make it descriptive for them, right? Let them do less work than you have to do. Because when it’s on your calendar, it’s gonna say meaning between Erik Olson, which I know who I am. I have to read through all that crap to get to the meaningful part for me, which is Bob Smith or acting company. But for them, they get to it quicker.
So I’m doing this for them. I wanna make it as quick as possible for them to see on their calendar invitation, who they’re meeting with. So that’s number three now, number four, the next thing is they know who they’re meeting with. Of course they know the date and time, but why, why are they meeting? Right. So you need to have a very well defined agenda. I can’t tell you the number of times that someone in my company has sent me a calendar invitation. Didn’t run it by me. They just sent me a calendar invitation and they’re like, Hey, I half an hour. And there’s no explanation. It’s just meeting. Like the subject line is meeting me and three other people. And guess what I do, I reply, what are we meeting about? What’s the purpose, right? Cause I, I wanna know, like I’m blocking off half an hour.
My day. I only have so many hours in my day, week, year life. What? What’s the agenda? So put an agenda in there. Take literally 30 seconds to write it. All right. Number five, the purpose of the meeting. Now this is very closely tied to the agenda, but the purpose is more of like a summary and overview, like why we’re getting together. So let’s say that the purpose is me as Array Digital, I’m gonna be talking to a prospective client. Let’s just call them Acme company. Right? The purpose is to talk about how to grow Acme companies, revenue through marketing. Then it could follow up with the agenda agenda item, right? Attendees. You need to, but they’re also actually invited in the counter invite. Agenda five minute meeting greet 10 minute. Let’s discuss your I don’t know. I’ll make something up your, your SEO situation. Five more minutes to talk about your current agency. Five minutes to identify next steps. You don’t have to get that specific, like five minutes here. 10 minutes there. What I typically do is I’ll say like bullet points I’ll review all my plans and pricing with you. Number, number one find out your marketing situation. I’ll review number two, I’ll review all pricing and plans with you. Number three, identify next step. Next step singular. Right? What’s the next thing we’re gonna do after this? So that, that helps that’s the agenda.
Erik J. Olson:
But the purpose is going back to the purpose is discuss how marketing can help you grow your revenue. Number six, always use Google meet so that you can see everybody. Now, if you use zoom or whatever, I’m sure there’s hundreds of other video calling software out there. Use video instead of phone when you can. And, and when people get on and they don’t have their video on, ask them to turn it on, it can be awkward to ask them, but ask them to turn it on because you make such a bigger connection between video. Like if you’re watching this video right now, you’re seeing that I’m like shaking my hands, right? I’m like pointing at the screen, but you can’t see that you don’t see the expression in my face. You could hear it maybe in my voice, but video makes a big difference.
You can see facial expressions, gestures, the whole deal, right? You can see what’s going on in the room when it’s just voice. When it’s just audio, you don’t have any of those benefits. So ask them to turn it on. And it doesn’t matter what software it is, but try to get on video call instead of just a phone call. All right. Bonus tips along those same lines. Keep your camera on. Now, the only reason I turn my camera off is if I’m like number one, eating or number two, I’m like driving. Right? But if you’re an attendee and, and you’re not turning your camera on, it means that you’ve really disconnected. You’re probably multi-tasking maybe you’re taking a phone call. You’re just not into it. Right. Be attentive. And that means keeping your camera on. And like I said before, if someone doesn’t have their camera on turn, ask them to turn it on.
All right. And then the last tip, this is number eight. This is a bonus tip is when you are meeting with clients, record those meetings, you should record every single meeting. You shouldn’t make a big deal out of it. You shouldn’t ask permission before they even come on, just click record. They can see it. It’s obvious, right? It’s very visible. People know that they’re being recorded. Record these conversations cuz inevitably either something goes sideways or something is misunderstood or you’re not real. Like no one took good notes. You need to go back, record your videos. Also think about like your facial gestures, what you said. Like if something goes bad in a meeting, you can go back and you can see how you reacted or maybe what you said leading up to that, that cause that reaction. And then you can get better by evaluating yourself in that meeting. All right. So look, that was six items on how to create great calendar invitations, two bonuses, because I just have more to talk about if you have any questions about this or anything else hit me up on Instagram. I hang out there @erik.j.olson. That’s E R I K dot J dot O L S O N.