I would imagine nearly everyone receives, or has received, at least one notification by email of an upcoming meeting. Some of us may receive several a week, if not daily; it all depends on how many groups and/or events we are involved with.

A colleague who is responsible for sending out such a courtesy notice recently shared a frustration with me. Her email is sent out to several hundred individuals. This is a task she has taken on as a volunteer and she has streamlined the process so it doesn't take up too much of her time. Her frustration comes in with the responses.

Apparently she receives replies to her email from a variety of individuals. Some of  these people she has never met because in the 2+ years she has been involved with the group, they have never attended a meeting; however, they faithfully let her know that they won't be joining the group for the upcoming event. Other respondents will go into great detail as to why they aren't attending a particular meeting, sharing very personal information, the nature of which she would rather not know.

As these responses are addressed to her directly, she feels obligated to reply, which can take up a significant amount of time. She is happy to do this when it is a friend or someone she knows well, but with 400+ names on the distribution list, you can imagine how this scenario might go. Put yourself in her place:

When you receive a meeting or event notification, stop, read and think before you reply.

• Stop:  Don't automatically send a response.

• Read:  Instead of skimming over the information, actually read it. Does it say "No reply necessary"? Are you asked to RSVP to someone other than who sent out the notice? Do your part to make the process go smoothly for those involved in running the event.

• Think:  Is it necessary that you reply at all? If it is a small group and others will be counting on your presence, then yes, letting the coordinator know of your expected absence is helpful. If it is a networking meeting or event where anyone is welcome to attend, while your presence may be missed, no one really needs to know about it in advance.