How to Craft a Successful Board Meeting Reminder

A well-crafted meeting reminder is an effective communication tool which helps to increase the preparedness of participants and increases the productivity and effectiveness of scheduled engagements. It’s a prompt and clear communication including important information for the meeting like the title of the meeting date time, place, or virtual platform as well as the agenda. It also includes a call to action inviting participants to confirm attendance or respond to any concerns. These elements will ensure that the participants are aware of meetings coming up and minimize the chance of mistakes. They also encourage attendance.

Start with a polite salutation and expression of goodwill, then quickly send out information about the meeting in the subject line so that invitees can organize it in their inbox. Use email automation tools to allow attendees to quickly access and review the meeting information via email reminders. Remember that too many reminders may backfire, so the quality of your email is more important than quantity when it is about subject lines for emails.

Maintain a professional tone in the reminder. Encourage attendees to confirm their attendance or respond. Provide any additional relevant information to be reviewed. It’s a good idea include the meeting link or platform information in the body of the email to further highlight the importance of the meeting and decrease the risk of overlooked communications. Make sure to include contact information for attendees to cancel or reschedule their attendance if needed. If you do this, your guests will feel valued and you’ll contribute to an atmosphere that values the importance of accountability and preparedness.