How to Craft a Well-Crafted Board Meeting Reminder

A well-designed reminder for board meetings is an effective tool that can improve participants’ preparedness, and increase the productivity and success in scheduled engagements. Reminders must be sent promptly and clearly convey important information about the meeting like the title of the meeting, the date and time, location or agenda and virtual platform. In addition, they should include a call-to-action encouraging attendees to confirm attendance or contact the organizer to any questions or concerns. A friendly tone and use of a professional reminder template also foster participant accountability and reduce the chance of omissions.

Start your reminder email by providing a an introduction that concisely reminds attendees of the purpose of the meeting. This will make the recipients feel valued and will prevent them from missing out on the meeting because they forgot or misjudged its importance. Make your subject line concise and concise. A truncated subject can limit the information you can communicate.

It is best to send reminders regularly leading up to the meeting, so that participants don’t miss out or aren’t aware of the meeting. Start by sending out a reminder a week before the date, and then follow up on the day of your meeting. It is a good idea to send a final reminder in the morning of the meeting particularly if it’s a critical one. A board meeting template that automates the process could help simplify this and ensure everyone is informed of the meeting’s date, regardless of the time of day.