As a project manager, I send meeting invites for lots of meetings and in return, I have also received some of them. Here are some common mistakes that I have observed.
- Not specifying that the meeting is onsite in the subject. Always state in the mode of meeting in the subject line. This helps in processing the inbox, and shows up clearly on the calendar, allowing everyone to manage their time efficiently. For example, if you have an online meeting before an on-site meeting, you need to reschedule or go to the site early to have that online meeting.
- Do change the notification period from the default 15 minutes to 30-45 minutes or even more for on-site meetings. So that it alerts people to start travelling.
- When the project wraps up, do not cancel the regular or weekly meeting. Just edit the series, and change the recurrence end date to end in the current week. Cancelling the weekly meeting will leave a large unknown gap for a long period in the calendar, removing a historical trail for everyone.