A well-crafted reminder is an effective communication tool that helps participants prepare for scheduled meetings and increases their efficiency and effectiveness. It provides timely and clear messages that contain important meeting information, such as the title, date, location, time or virtual platform as well as the agenda. It also includes an action call to encourage participants to confirm their attendance or address any concerns. These elements will ensure that the participants are aware about upcoming meetings and reduce the possibility of mistakes. They will also increase attendance.
Begin by greeting guests with a polite smile and expression of gratitude. Then, immediately communicate the details of the meeting in the subject line to invitees so they can prioritize it in their inbox. Make use of email automation software to make it easier for attendees to access and review the details of their meetings from the email announcement. Remember that too many reminders may backfire. The quality of the email is more important than quantity when it comes to email subject lines.
Maintain a professional tone throughout the reminder. Encourage attendees to confirm attendance or reply. Include any additional pertinent material for their review. Include the meeting’s URL or platform details in the body of the email to emphasize the importance of your event and to reduce the risk that you’ll miss important communications. Be sure to include contact details for attendees to cancel or change their attendance if needed. If you do this your attendees will be able to feel appreciated and you’ll be contributing to an atmosphere that values accountability and preparation.