A board meeting reminder is an important method to ensure participants are aware and prepared for an event scheduled. It typically includes important information like the meeting title, date time, and the location (or virtual platform) and also pertinent agenda items. Additionally, it acts as a friendly reminder encouraging participants to organize their schedules and review any documents. A well-crafted reminder can be sent out regularly using templates and tools to encourage participants to attend scheduled meetings and reinforce the importance of those engagements.
Think about the following when you are creating an effective and memorable reminder for your meeting:
Use a friendly tone when requesting a response or confirming attendance. Make sure to use clear email messages that include all the pertinent details. Also, make sure to include the link to the meeting and/or the platform’s details to lessen the chance of miscommunication or oversight.
Generally, it is best to send reminders at intervals that are strategic, like one week prior to the meeting, followed by a follow-up day before and a final reminder on day of the meeting. This can reduce the time needed to prepare for meetings and increase the likelihood of a positive outcome.