Hi Sheila,My boss involved in a new project, he sent me an email copying other people that i don't know yet asking me to arrange a conference call asap to discuss the new project with the new team (people who were copied).I don't know the team yet and i need to know their avaibilities to send them a meeting request. How can i ask them when would be convenient time for them to dial in and discuss the project. I'm not a PA or assistant, i want to ask them politely but be neutral. many thanks
Hi, My name is XXXXX XXXXX X am your Etiquette Expert.Thanks for your question. I think your boss is giving you and opportunity to take the lead on this and that is a good thing. Scheduling many people is always difficult especially of across time zones. Depending on what email system your firm uses you may be able to see other people's calendars and see their availability. Microsoft Exchange provides this capability so if that s what you use them use that feature. If not then the best way is to propose a date and time. Here is the suggested email._________Hi Everyone,I wanted to follow up on [insert the name of your boss] email and set up a time for the conference call to discuss the new project. I picked a time that I hope will work for everyone. If you could confirm your attendance at the proposed time that would be most appreciated. If any of you cannot make the proposed conference cal time please let me know and I will work with you to find alternatives. Many thanks for your help and flexibility.Thanks[your name]__________Suggest you send this email separate and in advance of the calendar invite. If your boss is attending and any other executives I would suggest that you speak to their PA's in advance and pick a time that works for them and send the invite out at a time they can attend. You can then herd the lower level attendees to conform knowing that you have the execs already locked in.Good luck with this.
Certified Etiquette Trainer.
Thanks Sheila, your reply is excellent as usual.
Just one more question: when they confirm the attendance, should i send the conference call agenda along with the invite or separately?
Many thanks for the feedback. You want to send the agenda out in advance for sure - so yes. Ideally only send out the agenda once when it is final. If it won't be final until the day of the call hen send out the draft and say the final will be sent out the day before the meeting. If anyone on the call is preparing slides for review by the group then these also ought to be sent out in advance.
So when they reply to my email and confirm that the slot i picked works for them, i'll then have to send the calendar with the agenda attached, right? not in two separate emails
Hi, Yes. Best to include the agenda in the invitation if possible.
Thanks so much for giving me the opportunity to answer your question. If you have any additional questions I'd be honored to answer them for you.To request me put "For SheilaEtiquette" at the beginning of your question.Respectfully, SheilaSheila Keast. Certified Etiquette Trainer. Business & Personal Etiquette For The Real World.