How to Craft a Well-Crafted Board Meeting Reminder
A well-crafted reminder for board meetings can be a useful instrument that can enhance participants’ preparedness and increase productivity and effectiveness of scheduled engagements. Reminders must be sent promptly and should clearly communicate important information regarding the meeting such as the title of the meeting, the date and time, location, virtual platform and agenda. Additionally, they should include a call-to-action that encourages attendees to confirm their attendance or to respond to any questions or concerns. A friendly tone, and the use of a professional reminder template can help to ensure accountability of participants and reduce the likelihood of oversights.
Start your email reminder with a short introduction that reminds recipients of the importance of the meeting. This will make them feel appreciated and ensure that they don’t miss out on the meeting due to forgetting its importance. Make sure to keep your subject line brief and concise, as a truncation can reduce the amount of information you are able to convey.
It is best to send reminders regularly leading up to the meeting, making sure that attendees don’t forget and do not miss out. A first reminder one week prior to the meeting is a good way to begin, followed by a follow-up on the day of the meeting. It is a good idea to send a final reminder on the morning of the session, especially if it is a critical one. A template for board meetings that automates the process could make this easier and ensure everyone is informed of the upcoming meeting no matter their schedule.