A properly-crafted reminder is a useful communication tool that assists participants prepare for scheduled meetings and increases their productivity and efficiency. It includes timely and clear communication with important meeting information like the meeting’s title and date and time, the location or virtual platform, as well as the agenda. It also includes a call-to-action encouraging participants to confirm attendance or address any concerns. These elements will ensure that the participants are aware of upcoming meetings and minimize the chance of oversights. They also encourage attendance.
Begin by greeting guests with a polite smile and expression of goodwill. Then, immediately communicate the details of the meeting in the subject line to invitees, so they can prioritize it in their inboxes. Utilize automated email tools to enable attendees to easily access and review the meeting details via email reminders. Be aware that too many reminders may backfire. Quality is more important than quantity when it comes email subject lines.
Maintain an appropriate tone throughout the reminder, urging attendees to reply or confirm attendance, and supplying any additional materials relevant to their review. Include the link to the meeting or information about the platform in the body of the email to emphasize importance of your meeting and reduce the chance that you’ll miss important communications. Remember to include contact information for attendees to cancel or reschedule their attendance should they need to. By doing this you show your attendees respect and create a sense of commitment and preparedness.