How to Craft a Well-Crafted Board Meeting Reminder

A well-designed reminder for a board meeting is a valuable communication tool that enhances the level of preparation and increases the effectiveness and efficiency of scheduled engagements. Reminders must be sent promptly and clearly communicate important information about the meeting like the title of the meeting as well as the date and time, location or agenda and virtual platform. They should also include an action message to prompt participants to confirm their attendance or respond with any questions or concerns. A friendly tone and use of a professional meeting reminder template will also help to increase participant accountability and reduce the chance of omissions.

Begin your email reminder with an introduction that briefs recipients of the reason for the meeting. This will make them feel valued and stop them from omitting the event because they were not aware of or overlooked its importance. Make your subject line clear and short. A truncated subject can restrict the information you communicate.

Regularly sending reminders prior to the meeting will ensure that the participants don’t forget or miss any important information. Start by sending a reminder one week in advance, and then follow up on the day of your meeting. You may also want to consider sending an additional reminder on the day of the meeting, particularly for sessions that are international data systems critical. A board meeting template that automates the process will help to simplify the process and ensure that everyone is reminded about the meeting’s date, regardless of the time of day.