A reminder for board meetings is an effective method to ensure participants are well-informed and ready for a scheduled event. It typically contains essential details like the meeting title as well as the date, time, location (or virtual platform) along with pertinent agenda items. It also serves as a gentle reminder to participants to review the materials they have been given and to organize their schedules. A well-crafted reminder can be distributed regularly using templates and tools to encourage participants to attend scheduled meetings and emphasize the importance of those engagements.
Take into consideration the following when designing a compelling and effective reminder for your meeting:
Use an encouraging tone to get recipients to respond or confirm attendance. And ensure that you use clear copy of your email that includes all relevant details. Also, make sure to include the meeting’s URL or the platform’s information to minimize the risk of miscommunication, or omission.
In general, it is recommended to send reminders at regular intervals like an initial reminder of one week prior to the meeting then a follow-up day before and an additional reminder on the day of the meeting. This will reduce the amount of time that is necessary to prepare for the meeting, as well as increasing the chances of success.