A well-designed board meeting reminder is an effective tool for communication that improves participants’ levels of preparedness and improves the efficiency and effectiveness of scheduled engagements. Reminders should be on time and clearly convey important information about the meeting such as the title the date, time, location or virtual platform and agenda. They should also include an action call to encourage participants to confirm their presence or respond if they have any questions or concerns. A friendly tone, and the use a professional reminder template will also help to ensure accountability of participants and reduce the possibility of mistakes being made.
Start your reminder email with a brief introduction that briefly reminds recipients of the purpose of the meeting. This will make them feel valued and ensure that they don’t miss the meeting by overlooking or not recognizing the importance of it. Make your subject line clear and short. A short subject will limit the information you can convey.
It is best to send reminders on a regular basis leading up to the meeting, ensuring that the attendees don’t forget or aren’t aware of the meeting. A first reminder one week before the meeting is a good place to start and then follow up on the day of the meeting. You may even want to consider sending an additional reminder on the morning of the meeting, particularly for important sessions. A template for board meetings that automates the process can make this easier and ensure everyone is informed of the meeting’s date, regardless of their schedule.
