How to Craft a Successful Board Meeting Reminder

A well-designed reminder is a powerful communication tool that allows participants to prepare for scheduled meetings and increases their productivity and effectiveness. It consists of punctually and clearly communicated information that includes important information about the meeting such as the title of the meeting the date time, place, or virtual platform, as well as the agenda. It also includes an action call that encourages participants to confirm their attendance or discuss any concerns. The inclusion of these elements ensures that participants are aware of the upcoming events, decreases the possibility of mishaps, and boosts attendance.

Begin with a polite greeting and expression of goodwill, then quickly send out the meeting’s details in the subject line so that invitees can prioritize it within their inbox. Make use of email automation tools to make it easy for attendees to check and view the details of their meeting from an email notification. Be aware that too many reminders could backfire. The quality of the email is more important than quantity when it comes to email subject lines.

Keep a professional tone when sending the reminder. Encourage attendees to confirm their attendance or reply. Provide any additional relevant material for their review. It’s a good idea to include the meeting link or the platform’s information in body of the email to further reinforce the importance of the meeting and decrease the possibility of misplacing communications. Make sure to include contact information for attendees to cancel or change their attendance if needed. In doing this you show your attendees respect and create a sense of accountability and preparedness.