Invite external guests

Invite Priya from Acme Corp and Tom Nguyen from legal to Friday’s vendor demo at 2:00 PM, add them as external guests with their emails, attach the slide deck, and mark them as required attendees so procurement and legal can approve the integration decision.

Before I send the demo invite to Acme’s Priya and our legal counsel Tom Nguyen, make it easy for them to approve — put the single approval question up front, attach the one-page compliance checklist, note who will speak to each question, and flag any items that need legal review so they can decide quickly.

I added Priya at Acme and Tom Nguyen in legal as external guests for Friday’s demo at 2:00 PM. Priya often declines if she’s missing procurement context; Tom needs a short compliance brief. I don’t know whether Acme expects a pre-demo packet or will join cold. Should I send a one-page brief and compliance checklist now, or ask Priya if she wants prep material first?

We routinely get low attendance or unprepared external guests for demos, which stretches the team and delays decisions. This costs credibility with procurement and legal. Should I adopt a rule to send a one-page context brief and decision checklist with every external invite, ask for a quick availability confirmation call, or schedule shorter prep calls first? Which habit reduces no-shows and speeds approvals?