If you use calendar invitations for scheduling calls or meetings, there is one small mistake that causes constant confusion: naming the meeting after the person sending the invite.
For example, someone might send a calendar invite titled: “Meeting with Daniel”
That looks perfectly fine in the sender’s calendar. But when it arrives in Daniel’s calendar, it now looks like he is meeting with himself. That creates unnecessary confusion and forces people to rename the meeting just to understand who the appointment is actually with.
This is a small issue, but when it happens repeatedly it wastes time and creates scheduling friction. The solution is simple.
The Golden Rule for Calendar Titles
A meeting title should describe the meeting, not the person you’re sending the invite to.
Instead of naming the meeting after one person, make the title neutral so it makes sense in everyone’s calendar.
Examples of Poor Meeting Titles
These are common but problematic titles:
- Meeting with Daniel
- Call with Bob
- Daniel Gauthier IT
- Bob Parker meeting
These titles only make sense from one person’s perspective. The moment the invite reaches someone else, it becomes confusing.
Examples of Good Meeting Titles
A better approach is to include both participants and a short description of the purpose. Examples that work well:
- IT Consult – Daniel Gauthier / Bob Parker
- Call – Daniel Gauthier / Bob Parker
- Discussion – Bob Parker / Daniel Gauthier
- Meeting – Bob Parker / Daniel Gauthier
Now the meeting title makes sense regardless of whose calendar you are looking at.
Why Full Names Are Helpful
Including full names prevents another common problem. Many organizations know multiple people with the same first name. If a calendar simply says: “Meeting – Daniel / Bob”, someone might later wonder which Daniel or which Bob the appointment refers to.
Using full names avoids relying on memory when schedules get busy.
Add a Short Purpose to the Meeting
A meeting title becomes even more useful when you add a few words describing the purpose. For example:
- IT Consult – Daniel Gauthier / Bob Parker
- Website Review – Daniel Gauthier / Bob Parker
- Email Setup Discussion – Daniel Gauthier / Bob Parker
This makes it easier to quickly scan your calendar and remember what each appointment is about.
A Simple Template Anyone Can Use
If you want a format that works every time, use this structure:
Purpose – Person or Company A / Person or Company B
Examples:
- Onboarding call – Daniel Gauthier / Bob Parker
- Support Call – Sender full name / Receiver full name
- Project Discussion – Client or Vendor full name / TwinBytes
This format works for everyone involved and avoids the “meeting with myself” problem.
Small Changes Save Time
Calendar invites seem like a small detail, but clear titles save time and prevent confusion, especially when schedules are full.
A simple, neutral meeting title ensures everyone understands the appointment at a glance. And that makes everyone’s calendar easier to manage.