Do you accept meetings where there’s no explanation of what they are for?

[Getagoodfeeling]

I’m fairly new to a management role and there’s a few people in my organisation that have a habit of arranging a meeting with no context. Just an hour in the calendar.

I get the feeling that it’s to catch me on the back foot going into the meeting (one that’s arranged for next week will definitely be to complain about something my team does as I’ve heard a whisper already).

WIBU to attend the meeting (I will now have my answers ready due to having this prior information) but remind them in the meeting that it’s courtesy when arranging a meeting to at least give some context to the request.

Like I say, I’m fairly new and slightly inexperienced as to the etiquette but I also want people to realise I’m not a pushover and don’t want to walk into a meeting on the back foot.

This hasn’t happened to me but if was sent a meeting with no context I’d ask the organiser before accepting.

I’d definitely expect it to be explained in the invitation, if they hadn’t told me already. It’s only polite. If it wasn’t, I’d ask ‘so I can be prepared.’

I'd ask for sure. We don't have that culture in my org thank goodness - I'd always be told what an invitation was about.

In my organisation it’s policy that any meeting has to be accompanied with an agenda, objective and assigned note taker who shares notes afterwards. This includes regular 121s with direct reports (in this case both parties may keep a note).

Many managers further insist only one member of their team attend meetings organised by other departments/ teams, to avoid duplication. I appreciate this!

They also made the outlook meeting 30 minutes as standard so has to be good reason for it to be 60 minutes (eg number of attendees, to give everyone time to speak).

I would absolutely ask in advance what the goal of the meeting is. Otherwise it is an absolute waste of time. It's either a formal meeting (ideally with a pre agreed agenda and actionable minutes) or it is a cup of coffee and a chat.

Just ask!

I'm often get asked if I can arrange a meeting for our head of department with a list of people. I'll title it whatever very few words I've been given (eg "discussion about insurance") and if the attendees want more context they ask, it's perfectly fine to do so.

I’d ask for information before accepting, and 60 minutes is usually much too long!

I would expect an explanation of the purpose of any meeting I'm invited to, firstly so I can adequately prepare and secondly so I can decide if it's crucial I'm there.
But I have to prioritise my work sometimes on a day to day basis so it's important to know

If it's sent by a manager above me in my line structure then yes.. Anyone else then I would respond by email asking for the context of the meeting.

I ask before accepting. For the exec director I would accept but still what it’s for.

Just ask.

I usually find it’s pretty obvious what it’s going be about but if it wasn’t I’d definitely ask - I’d just reply something like, ‘Hi X, got the meeting invite please can you give me a heads up what you’d like to cover so I can prep if needed?’

If it was from someone really senior I will probably have been sent by their PA so I might ask the PA instead - mostly because they’d likely get back to me quicker!

Unless I was chatting on teams with someone who said I’ve got half an hour at 4 if you want to put something in or PAs I’m asking to put a placeholder in whilst I line everyone else up, there should always be some sort of context or agenda

don’t think I've had it before but would decline if I did

Usually i get a message beforehand but if not my 'etiquette' is:

My Director - I don't ask, it'll be something confidential that they prob don't want their PA to see and I'll usually have an idea what it is

Same level as me - I ask on Teams so I can prepare a bit as it could be anything.

One of my reports or 'lower' than me - I don't ask, might be totally benign or about something they're worried about or don't want to talk about beforehand so I won't push them

I look at who the other attendees are, as this can often be enlightening. If needed, I will ask the organiser or relevant PA for an agenda. There's no harm in asking - if it's embargoed or subject to change, they'll say so.

I have known people whose motto is "No agenda/No attenda" but I'm not that strict as I'm not very senior so the number of meetings I have is manageable.

What are people calling these meetings if you don’t know what they’re about? If it’s with just one person I can see where it might just be ‘Catch up with X’ but if a lot of people are invited surely they need to give a title that explains it’s about a certain project or topic? Are people just calling it ‘Meeting’? that would be really weird!

I don't take it as being a conspiracy I just go along and find out

@Getagoodfeeling WIBU to attend the meeting (I will now have my answers ready due to having this prior information) but remind them in the meeting that it’s courtesy when arranging a meeting to at least give some context to the request.

No you would not be unreasonable to do this. However, I would go further and send an email now (Monday) asking for the meeting agenda, aims or context and any papers you may need.

Like I say, I’m fairly new and slightly inexperienced as to the etiquette but I also want people to realise I’m not a pushover and don’t want to walk into a meeting on the back foot.

It is likely they are using your newness to put you in a difficult position. Setting a boundary now will stand you in good stead.

This - I would tentatively accept on the basis that further context was provided.

I would absolutely reply with a “looking forward to our meeting, could you let me know what you would like to cover?”