A well-crafted reminder is an effective communication tool that allows participants to prepare for meetings, and boosts their productivity and efficiency. It consists of prompt and clear communication including important information for the meeting such as the title of the meeting, date time, place, or virtual platform and the agenda. It also includes an action call that encourages participants to confirm their attendance or to address any concerns. These elements will ensure that participants are aware about upcoming meetings and limit the likelihood of oversights. They also encourage attendance.
Begin with a polite greeting and a token of goodwill then quickly communicate the details of the meeting in the subject line so that attendees can organize it in their inbox. Use automated email tools to enable attendees to quickly access and review the meeting information via email notifications. Remember that too many reminders could 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. You can also provide any other relevant information for their review. Include the meeting’s link or the platform’s details in the email body to reinforce the importance of your meeting and reduce the chance that you’ll be missing important messages. Be sure to include contact details for attendees to cancel or change their attendance should they need to. By doing this, you show your attendees respect and create a sense of accountability and readiness.