Meeting Messages

Master the art of meeting communication - from scheduling to follow-ups.

Meeting coordination shouldn't be a game of email tag. Learn to communicate meeting logistics clearly, run productive meeting discussions, and follow up effectively.

See the Difference

Here's how small changes in communication can make a big impact

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Don't do this

Bad communication examples

Alex Johnson4:30 PM

Meeting tomorrow at 2

Sam Williams4:35 PM

What time zone? What's it about?

Alex Johnson4:37 PM

EST. Project stuff

Sam Williams4:40 PM

Which project? Where's the meeting?

Alex Johnson4:45 PM

I'll send details later

This creates unnecessary delays and interruptions

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Instead try this

Good communication examples

Jordan Lee9:15 AM

📅 **Sprint Planning - Feature Team Alpha** 🕐 **When**: Thursday, March 15 @ 2:00 PM EST / 11:00 AM PST / 7:00 PM UTC 📍 **Where**: Zoom link in calendar invite ⏱️ **Duration**: 90 minutes 📋 **Agenda**: 1. Review previous sprint (15 min) 2. Backlog grooming (30 min) 3. Capacity planning (30 min) 4. Sprint commitment (15 min) 👥 **Required**: All team members 📚 **Prep**: Review backlog items in [link] 🔗 **Resources**: - Sprint board: [link] - Velocity tracking: [link] - Definition of done: [link] Calendar invite sent! 📧

Casey Brown9:20 AM

Perfect! 🎯 All the details I need. One quick question: Should we prepare story point estimates beforehand or do it live during the meeting? Also confirming I can join at 7 PM UTC (my local time) ✅

Jordan Lee9:25 AM

Great question! Let's do rough estimates beforehand to save time - I'll add that to the prep notes. Yes, 7 PM UTC is correct for your timezone. Thanks for confirming! 👍

Clear, direct, and respectful communication