A well-crafted board meeting reminder is a powerful tool for communicating that improves participants’ level of preparation and increases the effectiveness and efficiency of scheduled engagements. Reminders should be delivered promptly and clearly communicate important information regarding the meeting such as the title of the meeting as well as the date and time, location or the agenda and a virtual platform. In addition, they should include a call-to-action that encourages attendees to confirm attendance or contact the organizer with any questions or concerns. A friendly tone, and the use of a professional reminder template can encourage accountability from participants and reduce the likelihood of oversights.

Start your reminder email with a brief introduction that briefly reminds attendees of the purpose of the meeting. This will make them feel valued and ensure that they don’t miss the meeting by overlooking or not recognizing the importance. Make sure that your subject line brief and concise, as a truncation could limit the amount of information that you can provide.

Sending out reminders on a regular basis prior to the meeting will ensure that the participants aren’t oblivious or forget anything. A first reminder sent a week prior to the meeting is a good way to start and then follow up on the day of the meeting. You may also want to consider sending an additional reminder on the day of the meeting, particularly for sessions that are critical. A board meeting template that automates the process will help to simplify the process and ensure that everyone is informed of the upcoming meeting, no matter the time of day.

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