A well-designed reminder for board meetings can be a useful tool that can increase the participants’ ability to prepare and boost productivity and effectiveness of scheduled engagements. Reminders should be sent in a timely manner and clearly convey important information about the meeting, such as the meeting title, date and time, location, virtual platform and agenda. They should also include an action call to encourage attendees to confirm presence or respond if they have any questions or concerns. A friendly tone and the use of a professional reminder template will encourage participant accountability and reduce the chance of errors.
Begin your reminder email with a an introduction that concisely reminds recipients of the meeting’s www.boardroomhub.com purpose. This will make them feel valued and prevent them from not attending the event because they forgot or didn’t realize its importance. Make sure to keep your subject line brief and descriptive, as truncation will limit the amount of information you are able to convey.
It is recommended to send reminders regularly leading up to the meeting, so that participants don’t miss out or miss out. A reminder the week prior to the meeting is a good time to start, followed by a follow-up on the day of the meeting. Consider sending a final message in the morning before the meeting particularly if it’s an important one. A board meeting template that automates the process will help to simplify the process and ensure that everyone is aware of the upcoming meeting regardless of the time of day.