The situation
You support the Nexus Consulting team. Principal Consultant Hannah Lee asks you to:
“Can you set up a kick-off meeting for the new Riverton Council project next week? Invite our team and their two project leads, book a room with video, and send an agenda.”
Your role
You’re organising the meeting. This involves coordinating people, using digital tools, and communicating clearly and professionally.
A good approach
- Clarify the details. Confirm who must attend, the preferred day/time, and how long the meeting should run.
- Find a time. Check calendars for the internal team and propose two or three options that suit the external guests.
- Book the room and video. Reserve a meeting room with video conferencing (some guests are remote) and add the joining link to the invite.
- Write a clear agenda. Use the meeting agenda template. Include the purpose, key items, who leads each item, and timings.
- Send a professional invite. A short, polite message: purpose, time, location/link, agenda attached, and a request to confirm attendance.
Good-practice tips
- Double-check time zones and the spelling of guests’ names and the council’s name.
- Send the invite in good time, not the day before.
- Follow up gently with anyone who hasn’t responded.
Reflect
- What would you do if no single time suited everyone?
- After the meeting, who should take and circulate the minutes?