How to Send Meeting Invitation via Outlook

Hi dear all,

Part of my job as a MEETING REPORTER is to send invitations for meetings.

so today I will teach you how to send invitaion of meeting for your stuff,clients,workmates,moderatoss …etc. ….

follow me with these pictures please:

 

 

First, when you open your outlook(which is linked and powered by your company, organization..et) go to the main menu above and click the small arrow of the icon “NEW”

you will see a list of choices of sending..like sending new mail message ,,meeting request …etc…

 

please choose ‘APPOINTMENT ‘ from that list

 

 

 

 

Second, you will see an empty table of invitations sender..so you have to fill these white bars with the necessarily information about time of the meeting, date of the meeting, place of the meeting and the purpose of the meeting…for example, in the SUBJECT bar you are going to write the tittle of the meeting….in the LOCATION bar you are going to write the place of the meeting( be specific, write the exact Hall of room of the meeting .If it is numbered,do not hesitate to write its number..for example Room 39)..

Then you go to START TIME and ENDING TIME  icons. click on the small arrow there so you can see a small calender.choose the date that the meeting going to be held in….

Then go to the time and do the same..pick up the right time of the meeting and choose the duration of the meeting .

 

Now, you are only one step to finish preparing the invitation..click on INVITE ATTENDEES icon to include the presents of the meeting..

 

 

 

Third, after you click on INVITE ATTENDEES , you will see this picture (above).. all what you have to do is going to “TO” bar and inculde the name of the attendees ..the address’s\names of attendees are ordered alphabetically.. so when you write Moh for example, a list of names\adress will be shown to you with the same names starting with Moh...These names and address will be provided by your company IT department usually..if not, you have to add address to your outlook.It is the same when you are adding a contact to your contact list in MSN or Yahoo. Don’t worry, it is easy to do.

 

Now, in the big wide white box under…you can write what ever you want regarding the meting,, for instance ,notice from ou or from your boss regarding the meeting,, Usually I write the sentence shown in the picture ^_^

 

Now ,you are ready to send the invitation..click on SEND 

 

 

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Simple & Organized Forum of Minute of Meeting

This is how I do the Minutes of Meeting,, really simple and organized,,

folloow the pictures please : The minutes will be in Microsoft Word File

 

In this pictures above, you write the name of the project at the top of the paper..you write the purpose of the meeting ,,the you write the date of the meeting, the place and the specific time of the meeting…then you go and list the people names who are attending the meeting along with their positions ..you classify them as Clients,,,, Consultant  ,,,,contractors, sub contractors( This is the case for Construction projects )

 

 

In the picture above it is clear that you should organize you minutes within a table…the number of the issue,, the minutes and the action, are the main topics which will be put on the top of the table…then you go put numbers and titles for the issues going to be discussed.. in the Action bar, you will put the name of the party who is responsible to apply specific statement ….you should go points then sup points to be more organized…

 

 

In the picture above… finally you put when the meeting is finished ..then the date you finished this minutes.. also you put bars for the people who are going to check and approve this minute…usually checking is done by the head of Engineers while approvals is done by your big boss ( Project Manager for example )

Basic Sample of Directors Meeting Minutes

Basic Sample of Directors Meeting Minutes….

Sample of Board Meeting Minutes
Name of Organization
(Board Meeting Minutes: Month Day, Year)
(time and location)

Board Members:
Present: Bhata Bhatacharia, Jon White Bear, Douglas Carver, Elizabeth Drucker, Pat Kyumoto, Jack Porter, Mary Rifkin and Leslie Zevon
Absent: Melissa Johnson
Quorum present? Yes

Others Present:
Exec. Director: Sheila Swanson
Other: Susan Johns, Consulting Accountant

Proceedings:
· Meeting called to order at 7:00 p.m. by Chair, Elizabeth Drucker
· (Last month’s) meeting minutes were amended and approved

· Chief Executive’s Report:
– Recommends that if we not able to find a new facility by the end of this month, the organization should stay where in the current location over the winter. After brief discussion, Board agreed.
– Staff member, Jackson Browne, and Swanson attended the National Practitioner’s Network meeting in Atlanta last month and gave a brief extemporaneous presentation. Both are invited back next year to give a longer presentation about our organization. After brief discussion, Board congratulated Swanson and asked her to pass on their congratulations to Browne as well.
– Drucker asserts that our organization must ensure its name is associated with whatever materials are distributed at that practitioner’s meeting next year. The organization should generate revenues where possible from the materials, too.
– Swanson mentioned that staff member, Sheila Anderson’s husband is ill and in the hospital. MOTION to send a gift to Anderson’s husband, expressing the organization’s sympathy and support; seconded and passed.

· Finance Committee report provided by Chair, Elizabeth Drucker:
– Drucker explained that consultant, Susan Johns, reviewed the organization’s bookkeeping procedures and found them to be satisfactory, in preparation for the upcoming yearly financial audit. Funds recommends that our company ensure the auditor provides a management letter along with the audit financial report.
· – Drucker reviewed highlights, trends and issues from the balance sheet, income statement and cash flow statement. Issues include that high accounts receivables require Finance Committee attention to policies and procedures to ensure our organization receives more payments on time. After brief discussion of the issues and suggestions about how to ensure receiving payments on time, MOTION to accept financial statements; seconded and passed.

· Board Development Committee’s report provided by Chair, Douglas Carver:
– Carver reminded the Board of the scheduled retreat coming up in three months, and provided a drafted retreat schedule for board review. MOTION to accept the retreat agenda; seconded and passed.
– Carver presented members with a draft of the reworded By-laws paragraph that would allow members to conduct actions over electronic mail. Carver suggested review and a resolution to change the By-laws accordingly. Kyumoto suggested that Swanson first seek legal counsel to verify if the proposed change is consistent with state statute. Swanson agreed to accept this action and notify members of the outcome in the next Board meeting.

· Other business:
– Porter noted that he was working with staff member, Jacob Smith, to help develop an information management systems plan, and that two weeks ago he (Porter) had mailed members three resumes from consultants to help with the plan. In the mailing, Porter asked members for their opinions to help select a consultant. Porter asked members for their opinions. (NOTE: Zevon noted that she was also a computer consultant and was concerned about conflict of interest in her Board role regarding this selection, and asked to be ABSTAINED from this selection. Members agreed.) The majority of members agreed on Lease-or-Buy Consultants. MOTION to use Lease-or-Buy Consultants; seconded and passed.
– Swanson announced that she had recently hired a new secretary, Karla Writewell.

· Assessment of the Meeting:
– Kyumoto noted that the past three meetings have run over the intended two-hour time slot by half an hour. He asked members to be more mindful and focused during discussions, and suggested that the Board Development Chair take an action to identify solutions to this issue. Chair, Carver, agreed.

· Meeting adjourned at 9:30 p.m.
· Minutes submitted by Secretary, Bhata Bhatacharia