A well-designed reminder for board meetings is an effective tool that can increase participants’ preparedness and improve the efficiency and effectiveness of scheduled engagements. Reminders should be timely and clearly communicate important information about the meeting, such as the meeting’s title the date, time, venue or virtual platform, and agenda. They should also include an action call to encourage attendees to confirm their attendance or respond with any questions or concerns. A friendly tone and use of a professional meeting reminder template can also increase participants’ accountability and decrease the chances of oversights.
Start your reminder email by providing a brief introduction that reminds attendees of the purpose of the meeting. This will help the recipients feel valued and stop them from missing the event because they forgot or did not realize the importance. Be sure to keep your subject line brief and clear, as a short sentence can limit the amount of information you can communicate.
It’s best to send your reminders regularly leading up to the meeting, making sure that the attendees don’t forget or do not miss out. Start by sending out a reminder a week before the date and then follow up on the day of your meeting. It is also possible to consider sending a final reminder in the morning prior to the meeting, particularly for sessions that are critical. A board meeting template that automates the process could help to simplify the process and ensure that everyone is aware of the upcoming meeting no matter the time of day.