Plan and hold a meeting

At a glance" "

1. Plan the agenda

" " 2. Schedule the meeting " " 3. Confirm attendance " " 4. Share materials " " 5. Hold the meeting " " 6. Follow up

1.1 Create a task to plan the meeting

1.2 Discuss your meeting requirements over email or Hangouts Chat

1.3 Block off time in your Calendar to prepare for the meeting 

1.4 Create your agenda

 

2.1 Create a new event

2.2 Add guests

2.3 Find a time that works for everyone

2.4 Book rooms

2.5 Set up videoconferencing for remote guests

2.6 Add event details, such as the agenda or meeting instructions

2.7 Save to send email invitations

 

3.1 Check who accepted and declined your invite

 

4.1 Create and share meeting materials

4.2 Attach agendas and meeting materials to your invite

4.3 Discuss your agenda with targeted comments

4.4 Send updates to your guests

 

5.1 Join your meeting

5.2 Present, discuss, and collaborate on materials

5.3 Assign tasks

 

6.1 Send follow-up email

6.2 Track progress by assigning action items in your agenda

6.3 Schedule follow-up meetings to get status updates

" "
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" "Plan the agenda

1.1 Create a task to plan the meeting

Open GmailCalendar, Docs, Sheets, or Slides and on the right, click Tasks Tasks.

Click on the pencil to add a task
1.2 Discuss your meeting requirements over email or Hangouts chat

Compose a new email:

1 Open Gmail.
2 On the left, click Plus Compose.
3 (Optional) To change your window size, in the upper corner, click Maximize Expand or Exit full screen Exit full-screen.
4 Add recipients and a subject.
5 Enter your message. Email you start writing but don't send are automatically saved in Drafts on the left.
6 (Optional) Add attachments, such as Drive files Insert file using Drive or photos Insert image.
7 Click Send.

Tip: To cancel sending an email, at the bottom of the window, click Undo. This option appears briefly, but you can change how long it lasts. See Undo sending your mail.

Map of where in inbox and email to click to do numbered steps 1 through 7, above

Send a direct message to someone:

  1. Open Chat.
  2. On the left, click Find people, rooms, bots.
  3. Enter a name or email address or select a contact from the suggestions.
  4. Enter your direct message and click Send .


Send a direct message to a group:

  1. On the left, click Find people, rooms, botsand thenGroup Message.
  2. Enter names or email addresses or select contacts from the suggestions.
  3. After you add your contacts, click Message.
  4. Enter your DM and click Send  .
  5. (Optional) To hide a group DM, on the left, point to the direct message and click More Moreand thenHide conversation Remove.

Message a group

1.3 Block off time in your Calendar to prepare for the meeting (example: Do not disturb - preparing for meeting)
1 In Calendar, click an empty time slot in the calendar grid and click Event. You can also click Plus Create.
2 Add an event title, date, and time.
3 (Optional) To create an event using another calendar, next to your name, click the Down arrow Down arrow and select the calendar.
4 Click More options or Save.

Create calendar event 

1.4 Create your agenda

You can create a new document right in Google Docs or in Google Drive.

Choose an option:

  • In Docs, scroll down and click Plus Create.
  • In Drive, click Newand thenGoogle Docsand thenBlank document or From a template.
Create new docs

" "Schedule the meeting

2.1 Create a new event
1 In Calendar, click an empty time slot in the calendar grid and click Event. You can also click Plus Create.
2 Add an event title, date, and time.
3 (Optional) To create an event using another calendar, next to your name, click the Down arrow Down arrow and select the calendar.
4 Click More options or Save.

Create calendar event 

2.2 Add guests
  1. Open your event.

  2. On the Guests tab, go to Add guests and enter the first few letters of a person’s name or email address in the box.

    Matching names and addresses in your organization’s directory appear as you enter text.

    Tip: You can also add a Google Groups mailing list address to invite a large group of people at once. For more information about inviting a large group, see managing large events in Calendar.

  3. Click a suggestion to add that person to the event. If no suggestions appear, enter your guest’s full email address.
  4. (Optional) To mark a guest’s attendance as optional, point to the guest name and click Mark optional People
  5. (Optional) To allow guests to modify the event, invite others, or see the guest list, under Guests can; check the appropriate boxes.

    Note:
    If you create an event in Calendar and do not give guests permission to modify the event, they will not be able to change the event's date or time on their own calendar.

Add guests

2.3 Find a time that works for everyone across time zones
  1. Open Calendar and click Plus Createand thenMore options.
  2. Next to Event details, click Find a time. You’ll see the local time for guests in other time zones just below their name.
  3. Scroll up or down the time slots, or click the arrows at the top to view different days and weeks.
  4. Click a time slot and then click Save.

Note: You can also get a suggested meeting time after you add guests. Under the list of guests, click Suggested Times and choose a time.

Find a time to meet
2.4 Book rooms

Note: If you don’t see resources, room details, or automatic room suggestions, your G Suite administrator might not have set them up for your organization.

  1. Open an event.
  2. Click the Rooms tab. Suggestions automatically appear based on your work location, number of attendees, and previous room bookings.
  3. If you need to adjust the criteria for your meeting room, you can:
    • Click People Group to specify the required room size.
    • Click Video Video to specify the need for video-conferencing equipment.
    • Click Phone Callto specify the need for audio conferencing.
  4. Point to the room that meets your criteria and check the box to select the room.
  5. If you don’t see a suitable room:
    1. In the search box, enter another resource or building name, floor, or conferencing equipment (such as Chromebox for meetings). As you enter text, you’ll see results below the search box.
    2. Point to a room to see details, such as room capacity, location, equipment and features.
    3. When you find the room you need, point to it and check the box to select it.

Book a room

2.5 Set up videoconferencing for remote guests

It’s easy to schedule a Meet video meeting in Calendar—just add one or more guests to the event, or click Add conferencing. After you save the event, a meeting link and dial-in number are added to the event.

Allow conferencing
2.6 Add event details, such as the agenda or meeting instructions
1 Choose a time zone.
2 Set up a recurring event.
3 Find a time—Find a time when your co-workers are free for the meeting.
4 Add event details—Add the meeting location, send event notifications, and more.
5 Add video conferencing—Add a video meeting to your event. Or, select a third-party conferencing add-on.
6 Add an event description—Add details, such as contact information, instructions, or links for your event. Format your description by adding bold, italic, or underline, or add lists and links.
7 Add attachments—Attach files, such as documents or presentations to your events.

Add calendar details

2.7 Save to send email invitations

When you’re finished filling in the details, save your event and send invitations.

  1. Click Save.
  2. Click Send to notify guests by email or Don’t Send if you don’t want to notify guests at this time.
  3. If you’re inviting people outside of your organization, click Invite external guests to notify them or Continue editing to notify them later.


Update an existing event:

You can invite more guests, change the meeting location, and more.

  1. In the Calendar grid, single-click the eventand thenEdit Edit.
  2. If you want to invite more guests, change the meeting location, or add attachments, make your changes and click Save.

Note: If the event organizer hasn’t given you edit permissions, you can't make changes to the event time or its duration.

Save event updates

" "3  Confirm attendance

3.1 Check who accepted and declined your invite

If you need to track attendance for your event, you can instantly see who’s accepted or declined your invitation, and who’s proposed a new meeting time.

Check guest attendance:

  1. In your Calendar grid, single-click the event.
  2. Next to each guest, you can see their response. You might have to click the Down arrow Down Arrow to see the responses.


Respond to a proposed new meeting time request:

  1. In your Calendar grid, single-click the event.
  2. In the Guests section, go to the proposal and click Review proposed time.
  3. To accept the new proposed time, click Save.
  4. (Optional) To notify guests about the new meeting time, click Send.

Check attendance

" "4  Share materials

4.1 Create and share meeting materials
  1. In Drive, right-click the file or folder you want to share and select Share Share.

    Note: You can only share files that you own or have edit access to.

  2. Under People, enter the email address of the person or group you want to share with.

    Note: If you can't add people outside of your company or organization, contact your G Suite administrator.

  3. Click Edit Edit and choose the access level:
    • Can edit—Collaborators can add and edit content as well as add comments.
    • Can comment (Select files only)—Collaborators can add comments, but can't edit content.
    • Can view—People can view the file, but not edit or add comments.

    Everyone you share with receives an email with a link to the file or folder.

  4. (Optional) To add a note to the email, enter your note. To skip sending an email, uncheck the Notify people box.
  5. Click Send.

Use this project plan template

Click Share to open the window where you add people, then click Send
4.2 Attach agendas and meeting materials to your invite
1 Choose a time zone.
2 Set up a recurring event.
3 Find a time—Find a time when your co-workers are free for the meeting.
4 Add event details—Add the meeting location, send event notifications, and more.
5 Add video conferencing—Add a video meeting to your event. Or, select a third-party conferencing add-on.
6 Add an event description—Add details, such as contact information, instructions, or links for your event. Format your description by adding bold, italic, or underline, or add lists and links.
7 Add attachments—Attach files, such as documents or presentations to your events.

Add calendar details

4.3 Discuss your agenda with targeted comments
  1. In Docs, Sheets, or Slides, select the text you'd like to comment on.
  2. Click Add comment Add comment.
  3. Enter your comment in the box.
  4. (Optional) To direct your task or comment to a specific person, enter a plus sign (+) followed by their email address. You can add as many people as you want. Each person will get an email with your comment and a link to the file.
  5. (Optional) To assign the comment to a specific person, check the Assign to box.
  6. Click Comment or Assign.

Open the Comment box and enter text, with the option to assign a task to someone

4.4 Send updates and notes to your guests, such as directions for your meeting location
  1. In Calendar, click the name of the event in your calendar grid.
  2. Click Edit Edit and make your changes to the event.
  3. Click Email Email and enter a message.
  4. Click Send.

Add guests

" "Hold the meeting

5.1 Join your meeting
  1. In Calendar, click the event you want to join.
  2. Click Join Hangouts Meet and in the window that opens, click Join Meeting.

Use this Hangouts Meet cheat sheet.

Join Hangouts Meet

5.2 Present, discuss, and collaborate on materials
  1. In Google Drive, open the Google Docs, Google Sheets, or Google Slides file you want to share or present.
  2. (Optional) To edit a document, spreadsheet, or presentation simultaneously with your guests:
    1. In the upper-right corner, click Share.
    2. Add a title to your document and click Save.
    3. Add your meeting guests and give everyone Can edit access.
    4. Click Send.
  3. Open Hangouts Meet and join the meeting.
  4. Click Present now and choose what to share:
    • Your entire screen
    • A window
  5. Click Share.

Now people can follow along as you present. To stop sharing your screen at any time, at the bottom of your screen, click Stop sharing.

Present your entire screen or a window
5.3 Assign tasks
  1. In Docs, Sheets, or Slides, select the text you'd like to comment on.
  2. Click Add comment Add comment.
  3. Enter your comment in the box.
  4. (Optional) To direct your task or comment to a specific person, enter a plus sign (+) followed by their email address. You can add as many people as you want. Each person will get an email with your comment and a link to the file.
  5. (Optional) To assign the comment to a specific person, check the Assign to box.
  6. Click Comment or Assign.

Open the Comment box and enter text, with the option to assign a task to someone

" "6  Follow up

6.1 Send follow-up email
  1. In Calendar, click the name of the event in your calendar grid.
  2. Click Edit Edit and make your changes to the event.
  3. Click Email Email and enter a message.
  4. Click Send.
Add guests
6.2 Track progress by assigning action items in your agenda
  1. In Docs, Sheets, or Slides, select the text you'd like to comment on.
  2. Click Add comment Add comment.
  3. Enter your comment in the box.
  4. (Optional) To direct your task or comment to a specific person, enter a plus sign (+) followed by their email address. You can add as many people as you want. Each person will get an email with your comment and a link to the file.
  5. (Optional) To assign the comment to a specific person, check the Assign to box.
  6. Click Comment or Assign.

Open the Comment box and enter text, with the option to assign a task to someone

6.3 Schedule follow-up meetings to get status updates
1 In Calendar, click an empty time slot in the calendar grid and click Event. You can also click Plus Create.
2 Add an event title, date, and time.
3 (Optional) To create an event using another calendar, next to your name, click the Down arrow Down arrow and select the calendar.
4 Click More options or Save.

Create calendar event 

 
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