Meeting Reminder: Templates (+Strategies) for Enhanced Meeting Productivity

Boost productivity and enhance engagement during meetings by harnessing the power of meeting reminder software.

The Meetingnotes Team
December 22, 2023

Scheduling meetings can be difficult, especially when you already have a full workload. The thought of setting up and using meeting reminder software effectively can seem daunting, especially when you already have a lengthy to-do list. To combat exhaustion, avoid burnout, and help you streamline meeting management without adding more work to your plate, we suggest leveraging automated reminders. A solid meeting reminder system will ensure meeting participants are educated and informed, before, during, and after every meeting and the best part about meeting reminder software is that it does all the work for you, so you don’t have to worry about increasing your workload. 


Despite their importance, meeting reminders often fall through the cracks. Without meeting reminder software, reminders are often an afterthought, resulting in miscommunications, poor meeting attendance, and ineffective meeting outcomes. In this article, we’ll detail comprehensive meeting reminder templates as well as how-tos, and meeting reminder software recommendations so you can take your meeting productivity to the next level in 2024. 


The Role of Meeting Reminders in Professional Efficiency

As a busy professional, keeping track of meetings can be difficult, especially when you have a full schedule. Meeting reminders play a crucial role in professional efficiency by helping you stay organized and on track, no matter how many conflicting priorities you may be balancing. If you're guilty of missing meetings because you have other tasks on your mind, or frequently show up to meetings late because your prior meeting has run long, it may be time to integrate meeting reminder software into your tech stack. Every minute of wasted time costs money and missed or inefficient meetings could be costing your organization tens of thousands of dollars. To maximize your time, and make the most out of your meetings, it's crucial to leverage meeting reminder software. Leveraging meeting reminder software will ensure that both you and meeting attendees are prepared, punctual, and organized. Failing to leverage meeting reminder software may result in miscommunications, ineffective meetings, and poor operational efficiency. 


Additional benefits of automated reminders include: 

  • Punctuality 
  • Adaptability 
  • Consistency 
  • Reduced anxiety 
  • Time management 
  • Optimized resources 
  • Enhanced accountability 
  • Improved communication 
  • Meeting preparation Punctuality


Best Practices for Setting Meeting Reminders

1. Be Mindful of Your Timing

When sending meeting reminders, it's important to be mindful of your timing. You must send a sequence of reminders starting with an initial invitation well in advance and extending to the final reminder the day of the meeting. Sending reminders during each stage of the meeting lifecycle will ensure meeting participants remain informed, and organized before, during, and after every meeting. To streamline the meeting reminder process, consider integrating meeting reminders with your calendar invitations. Doing so will ensure that every meeting is added to each meeting participant's calendars, and automatic meeting reminders will be sent based on their calendar settings. Usually this involves receiving a meeting reminder one hour prior to the meeting, as well as ten minutes prior to the meeting.


2. Leverage Clear, Concise Messaging

Clarity is key, especially when sending out meeting reminders. To avoid miscommunications and ensure meeting participants are informed, it's important to be as clear as possible when circulating meeting reminder content. This means creating a comprehensive meeting agenda, leveraging meeting management platforms, and sending out automated messages throughout various stages of the meeting lifecycle. Make sure to include all relevant details such as the meeting time, meeting location, and any attachments or reading materials that are necessary for the meeting. This will minimize miscommunication and ensure meeting participants have all necessary information prior to each meeting. 


3. Automate Reminders 

If you're a busy professional, chances are you don’t have the capacity to worry about manually sending meeting reminders before every gathering. Luckily, meeting productivity tools like Fellow streamline these actions by allowing you to set up pre-meeting reminders. With Fellow, setting up pre-meeting reminders is as easy as simple as navigating to your settings, selecting the lightning bolt icon, and selecting the toggle to turn on pre-meeting reminders. From there, you can customize your settings by choosing when your reminder should be sent, and how you would like to send the reminders. If you choose to send your meeting reminders via Slack or Microsoft Teams, you will also have to specify the team or channel in which you wish to send the meeting reminder. 


4. Encourage Acceptance and Confirmation 

It can be nearly impossible to plan for meetings if you can't keep track of who will be attending and who can't make it. To avoid the unknown, consider setting meeting ground rules. In this scenario, your ground rules may include encouraging potential meeting attendees to respond to your meeting reminders by accepting, confirming, or declining. If potential meeting attendees can’t make it to the meeting, it's important that they give you a heads up. This will help you gauge the expected turnout so you can plan accordingly or pivot if necessary. 


12 Meeting Reminder Templates 

1. Meeting Reminder Example  

Hello, [team member’s first name], 

I hope this note finds you well! This is just a friendly reminder of our upcoming meeting scheduled on [insert date and time]. You will receive a calendar notification 30 minutes before the event. 

I look forward to connecting about [insert meeting purpose]. As always, if you have any questions or concerns, you can send me an email or shoot me a message. 

 Talk soon, 

[insert your signature]


2. Meeting Reminder Example   

Hi there [team member’s first name], 

I just wanted to confirm that you received my invite for our upcoming meeting on [insert date and time].


As I mentioned in our prior conversation, we will be meeting via Zoom to discuss [insert meeting purpose] on [insert date and time]. I’m excited to meet with you regarding [reinstate meeting purpose] later this week! Please take a moment to review the attached meeting agenda and let me know if you have any questions, comments, or concerns prior to meeting. 


Thanks again, 

[your signature]


3. Meeting Reminder Example    

Hi [team member’s first name],


I hope your week is off to a great start! This is just a friendly reminder that we will be meeting later today to discuss [insert meeting purpose]. In addition to this note, you will receive a brief reminder 15 minutes prior to our meeting. Please have a look at the meeting attachments and come prepared to exchange ideas. 


I appreciate you taking the time to connect and look forward to chatting. Thanks again, 

[your signature]


4. Meeting Reminder Example   

Hi there [team member’s first name],


Our upcoming meeting is just around the corner, and I just wanted to check in to see if you had an opportunity to add to the meeting agenda? Please don’t hesitate to add anything you deem important. It's important to me that everyone contributes to the conversation. 


I look forward to discussing your action items at our meeting on [insert date and time] and I appreciate you taking time out of your busy schedule to contribute to our collaborative meeting agenda! 


Talk soon, 

[your signature]


5. Meeting Reminder Example   

Hello [team member’s first name],


Our company-wide meeting on [insert meeting purpose] is fast approaching and I know you had some concerns you wanted to share. Could you kindly respond with three action items you wish to address? I will add them to the meeting agenda. 


Please be informed that your concerns will be shared with the team at large. You will receive an updated meeting agenda with your talking points 30 minutes prior to the meeting. 


Thanks again, 

[your signature]


6. Meeting Reminder Example    

Hi [team member’s first name], 


I know you have a full plate this week, but don’t forget our team stand-up on [insert day and time]. We have a lot going on this month and I want to make sure everyone is aligned and on track. 


Please don’t hesitate to reach out should you have any concerns or questions prior to our team meeting. If for some reason you can't attend, please share your update via our team Slack channel. 


Thanks again, 

[your signature]


7. Meeting Reminder Example    

Hi there [team member’s first name], 


I know you have a busy week trying to ship our latest product launch, so I wanted to make this quick! Instead of our regular weekly check-ins, we will be meeting asynchronously this week. At your earliest convenience, please share an update in our team Slack channel. 


As always, I’m always here to provide support should you have any questions or concerns. Let’s crush this launch together!


[your signature]


8. Meeting Reminder Example    

Hi there [team member’s first name], 


It's the end of the year and that means it's time to check-in and reflect on our triumphs from the prior year! Please join us [insert date and time] and come prepared with your best stories! Our executive team has put together a highlight reel and we can’t wait to celebrate your accomplishments together. 


You will receive a reminder 1 hour prior to our meeting, make sure to refrain from double booking so we can celebrate our best year to date together. 


Come ready to party! 

[your signature]


9. Meeting Reminder Example    

Hello [team member’s first name],

Please join us [insert date and time] at [insert location] to celebrate [insert employees name] last day. [Employee’s name] has been an incredible addition to our team and we will miss them greatly. Despite our undeniable loss, we are excited for [insert employees name] to take this next step in their career. 


Warm wishes are welcome. See you there! 

[your signature]


10. Meeting Reminder Example    

Hi there [team member’s first name],


This is a friendly reminder that our staff party will be taking place [insert date and time] at [insert location]. We kindly ask that everyone that wishes to attend RSVP via the attached link by [insert date and time]. 


Should you have any questions, please reach out to our events staff at [email address]. As always, we encourage you to mingle and connect with your teammates. It's not every day we get the opportunity to see each other in person! 


See you soon! 

[your signature]


11. Meeting Reminder Example    

Hello [team member’s first name],

Thank you for registering for [insert event name here]. We can’t wait for you to check out what we’ve put together. Every year, we work hard to present engaging events that reflect our values and shared accomplishments, and we can’t wait to see you on [insert date and time] at [insert location].


As always, your feedback is a crucial component of leveling up the employee experience. After the event, we will circulate a brief survey to collect your feedback. 


We can’t wait to see you soon!

[Your signature]


12. Meeting Reminder Example    

Hello [candidate’s first name],

Thank you for selecting a time and date that works for our initial interview. During this interview, you will be meeting with [insert person and their title] to learn more about the position of [insert job title]. 


We will send you an email reminder 30 minutes before the interview with a video link that you can use to join the meeting.  


We appreciate your interest in this role and look forward to connecting shortly, 

[Your signature]


Are you ready to harness the power of meeting reminder software? 

Meeting reminders are a quick and easy way to ensure your meetings go off with a hitch! If you aren’t sure where to start, consider choosing from one of 12 meeting reminder templates we’ve attached above. Additionally, consider leveraging automated reminders by integrating meeting reminder software into your tech stack. This practice will allow you to take a hands-off approach to meeting reminders, while ensuring your teammates are informed and aligned. before, during, and after every meeting. 

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