How to Craft a Successful Board Meeting Reminder

A well-crafted meeting reminder is a valuable communication tool which helps to increase the preparedness of participants and increases the productivity and effectiveness of scheduled engagements. It includes timely and clear communication including important information for the meeting such as the title of the meeting and date time, place, or virtual platform as well as the agenda. It also includes a call-to action for participants to confirm their attendance or respond to any concerns. Incorporating these elements ensures that participants are aware of scheduled events, decreases the possibility of mishaps, and boosts attendance.

Begin with a polite greeting and expression of appreciation. Then, quickly communicate the details of the meeting in the subject line to invitees so that they can prioritize it in their inbox. Utilize email automation tools to make it easier for attendees to access and review the details of their meeting via email announcement. Be aware that sending too many reminders may backfire. Quality is more important than quantity when it comes to email subject lines.

Maintain a professional tone in the reminder. Invite attendees to confirm their attendance or reply. Include any additional pertinent materials for them to read. It’s a good idea include the meeting link and/or the platform’s details in the body of the email to make the point of the event and reduce the possibility of missing communications. Be sure to include contact details for attendees to cancel or reschedule their attendance if needed. In doing this you show your guests respect and contribute to a culture of responsibility and preparedness.

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