Four Reasons Why Sending an Outlook Request for a Meeting Without Asking Is Inappropriate
There is a moment when e-mails are exchanged or phone messages traded that everyone knows what the deal is with a meeting. You have all agreed upon a time and there isn't really anything left to say. Then, someone decides everyone must have an Outlook meeting request. I have never understood this concept. After multiple exchanges, is it really necessary for me to accept and approve a meeting request to go on my calendar?
I understand that many people use Outlook and keep their lives organized with it. I prefer a different approach and that may be part of the problem, but even with different software titles, there are issues that come up, which is why it is time to stop using the invites after you have already made plans with the interested parties.
4. You are forcing everyone to respond again.
Once everyone has agreed to a time and place for a meeting, that is all that is required. It's done. Sending out an Outlook meeting request means another response is required and often further correspondence follows as others respond. By the time the meeting happens, we've already exchanged more e-mails than I wanted to in the first place. A simple request and confirmation is more than enough.
3. It is not your job to keep me organized.
If I forget the meeting, that's on me, not you. Reminding me about it multiple times or forcing an entry into my computer's calendar app is not going to keep me from forgetting. It's presumptuous to think I need to be reminded. You take care of your calendar and I'll take care of mine.
2. Not all actions are created equal.
While an e-mail comes with a fairly straightforward procedural approach, calendar requests don't. They are like Facebook app requests. They require all sorts of additional steps that are simply unnecessary. Those requests are inefficient, unlike e-mails, which are simple, to the point and easy to pass along.
1. Not everyone uses Outlook...or any calendar for that matter.
This is key. Believe it or not, some people use a physical calendar. Others use apps that don't always play nice with Outlook. In my case, if it's a meeting next week or in a few weeks, I'll probably put it in my iCal, but if it is a meeting for tomorrow, it goes on a to-do list in a completely different app. The Outlook invite is not only superfluous, it forces me to have to respond to you that I will show up even though I'm not accepting through your invite. Refer to number four.