MEETING REMINDER
Reminding your customers to come to their appointments is easier than ever through our automated meeting reminder service. Many customers these days even EXPECT you to send them a meeting reminder. When using our automated meeting reminders, you can send a meeting reminder in your customer’s preferred outreach method (call, text, or email) and add specific information about the type of appointment you are reminding them about. An appointment is just one of the many things we have planned to do in a week. It is easy to lose track of the things you must-do if you don’t incorporate some planning, tracking, and reminding techniques. On top of that, as people get older, it is harder to remember things. Studies show that an average adult forgets 3 things a day. We all juggle work, family, social life, hobbies, and other personal matters. A little help wouldn’t be so bad.
7 REASONS MEETING REMINDERS WILL IMPROVE YOUR BUSINESS
1. Reduces No-Shows
How many times have you forgotten all about a meeting? Maybe you misplaced an appointment card. Perhaps you didn’t review your calendar the night before. Many other things are going on in your life, and you straight-up forgot all about the meeting.
We are all human; this is bound to happen. The result is that either you run late to the meeting or don’t show up at all. Both are unfair to the other person or attendees. They’ve taken the time to prepare and arrive on time for the meeting. If you couldn’t make it, they could have spent their time on something else instead of wasting waiting on you. This action is disrespectful and displays a lack of professionalism. But a simple meeting reminder could have prevented your goof-up.
With Appointment Reminders, you can modify when and how you receive reminders. For example, you could receive an email 24-hours in advance so that you won’t forget the meeting in the morning. Or you could push a notification an hour before your event reminding you that it’s time to leave for the meeting.
While this won’t impact all businesses, as an additional perk, this can reduce waiting lists. Let’s say that a client canceled the appointment the day before after receiving an automated meeting reminder. You could notify the clients on your waiting list that there’s an open appointment slot. It’s an effective way to keep your customers and clients satisfied because you’re offering them faster service.
2. Time to Plan Ahead
Another reason why meeting reminders are necessary is that it gives everyone ample time to prepare. Think back to your days in college. There’s no way that you just rolled out of bed and went to your exam. You had that date circled on your calendar and studied relentlessly to prevent any surprises. The same is true of meetings. Everyone should not only be aware of the date, time, and location, but also have an agenda. The agenda will let participants know exactly what the topic is and what work needs to be done in advance. Knowing this allows everyone to develop any questions or concerns before the meeting gets underway.
Also, it informs invitees what materials to bring, such as performance reports or legal documents, as well as what tech to prep. You want to make sure that your slide presentation is working. And, if it’s a remote Zoom meeting, you need the extra time to double-check that the phone lines or video chat are running so that participants can join in.
3. Makes for a Productive Meeting
When everyone shows up on time and knows what work is needed, meetings are much more effective. That’s because the meeting starts and ends on time. And it ensures that everyone isn’t wasting time preparing or getting tech up and running. All this information is handled when attendees received a meeting reminder telling them when and where to arrive. What’s more, the meeting reminder lets them know what to do ahead of time so that everyone can dive right into the meeting.
4. Improves office productivity
Office productivity may not be an issue for all business owners. But think about the time spent personally reaching out to meeting invitees. Whether it’s you, an office administrator, or a co-worker, automated message reminders eliminate this tedious and time-consuming task. You and your team can focus on other responsibilities. What does growing your business look like to you? Growing your business or finally getting around to cleaning out your inbox. Whatever you chose to do, you’re spending your time more productively instead of reminding people about an upcoming meeting.
5. Maximizes Revenue and Reduces Waste.
The less time you or someone else is on a text, phone, or emailing clients reminding them about a meeting means you have more time to spend elsewhere. You could use this time to strengthen your customer relations. Or you could improve existing products or services and look for new ways to generate revenue. In short, you’re improving your bottom line. Additionally, meeting reminders reduce waste in your business. If you know in advance that a client must reschedule, then you’re not going to waste time preparing for the meeting with them. Considering that your time is your most valuable resource, this is key.
6. Allows You to Track Cancellations
Thanks to automatic meeting reminders, you can track how often a customer cancels, postpones, or reschedules. That may not sound groundbreaking. But, when you’re armed with this knowledge, you can stop doing business with unreliable people. More importantly, you can focus more on your most loyal and dependable people.
7. Builds Stronger Relationships
Meeting Reminders build stronger relationships with employees, customers, and clients. If you want your business to thrive, then it’s a given that you need to have healthy relationships. These relationships include the lifeblood of your business, and you need your employees to be loyal and satisfied. But how exactly do reminders achieve a better relationship? Take, for instance, appointment reminder software like Weave. It lets you Appointment Reminders can help you create unique and personalized messages. For example, you can add their first name, appointment time, and when it should be sent. Customers are demanding a more personalized experience. When delivered, a personalized experience will increase customer retention, loyalty, and revenue.
The power of your appointment meeting reminder strategy comes from understanding patient behaviors across different demographics and using a combined strategy to account for them all. The combination of phone, text, and email meeting reminders not only keeps a patient’s appointment information top of mind, but each message delivered via one channel validates other messages delivered using alternate channels. Using multiple meeting reminders, delivered in more than one way, drives higher confirmation rates and better patient engagement. You are not only doing yourself a favor, but your staff will also appreciate your willingness to be proactive and efficient. Also, your clients or patience will appreciate your business.
HOW TO WRITE MEETING REMINDER EMAILS
Writing meeting reminder email messages in a way that feels authentic can be difficult at times. Here are some ideal rules to remember. Appointment Reminders make it easy to send people to a custom meeting reminder email. Each message reminder email makes an oversized impression on your clients (and reduces the likelihood of no-shows!). With Appointment Reminders, you can even add the event parameters so that each meeting reminder email is personalized with the recipient’s information.
Personalize Your Meeting Reminder Emails
This is one of the best, low-effort ways to reduce meeting no-shows. However, one way to take this a step further is to send personalized message reminder emails or text messages at strategic times. You can even create pre-set replies and delegate this task to your team or virtual assistant.
Use Conversational Language
Just because these reminder emails may be automated doesn’t mean it should sound like a “BOB” the robot wrote it. Write your emails in a friendly, approachable tone. Add important details at the top – Make sure to include the meeting title and time directly in the subject line.
Clarity Over Cleverness
Resist the temptation to include a cutesy subject line or clever email copy. Instead, your email copy should be clear about everything they need to know to show up for the meeting.
No Emojis, No hashtags, & No Memes
Keep It Short
Learn to self-edit and only include the information that someone needs to know. Remember, the longer your reminder email is, the less likely your recipient will read it. Remember the HIPPA guidelines when talking about medical issues or topics.
MEETING REMINDER EMAIL TEMPLATES
Here are five meeting reminder template emails you can use verbatim or modify as you see fit.
1. A General Meeting Reminder Email - Short Version
Here is an example of a short reminder email for a more general business meeting. Notice how it is short and to the point.
Hello [first name],
Friendly reminder that we have a meeting booked for [date] at [time].
Looking forward to chatting with you then!
[signature]
2. A General Meeting Reminder Email - Longer Version
While it is best to keep your meeting reminders short and to the point, sometimes you need to add more details.
Hello [first name],
I hope you have your calendar marked for our meeting on [date]! We’ll be going over [meeting purpose].
Here are the details for the upcoming meeting:
[meeting name]
[date and time]
[location / link]
[additional details]
I’m looking forward to talking with you then. In the meantime, feel free to reach out if you have any questions.
Thank you,
[signature]
3. 24-Hour Meeting/Call Reminder Email - Short Version
A lot of people will send reminder emails either 24 hours before a meeting, 1 hour before, or sometimes both.
Hi [first name]!
A quick reminder that our scheduled meeting is just a day away.
Looking forward to talking with you [date] at [time]!
[signature]
4. Same-Day Meeting/Call Reminder Email - Short Version
Here is an example of a same-day reminder email.
Hello [first name]!
Friendly reminder about our scheduled meeting today at [time].
Here’s everything you need:
[meeting name]
[date and time]
[location / link]
[signature]
5. A Casual Meeting Reminder Email
If you want to add a little more personality, here is a more casual and fun reminder email template you can use.
Hey [First name]!
You didn’t forget about our meeting… Did you?
It’s cool.
We’ve saved the details for you.
[meeting name]
[date and time]
[location / link]
[additional details]
We can’t wait to see ya soon!
[signature]
MEETING REMINDER CALL
Phone appointment meeting reminder calls are an invaluable tool to avoid the frustration of no-shows, ease the workload on your staff, and streamline your scheduling and cancellation process. By utilizing an automated system and developing brief scripts for different situations, you’ll be able to leverage appointment reminders for maximum effect—and enjoy many benefits as a result. And, yes, if you’re asking yourself to make a call? Meeting reminder calls still matter because people are more and more distracted with the pressures of daily life and information overload makes it easier than ever for patients to forget things. Scientists estimate that the attention span of the average adult has decreased by about 12 minutes over the past decade, and poor memory is a close cousin to short attention spans. The unique characteristics of your practice may mean that meeting reminder calls are especially vital for a streamlined workflow.
3 Sample Patient Phone Call Reminder Scripts to Use
A phone appointment reminder is only as good as the script it uses. With that in mind, here are 3 example scripts that can help you to develop the best possible message for your patients, and their voicemails:
Example Script #1
(With Confirm and Cancel Options)
Example Script #2 (Standard Answering Machine Message)
Example Script #3 (For Multiple Appointments)
“Hello, this is Get Better Medi-Center calling to remind you of your upcoming appointment at our Eastend Office with Dr. YouKnow. This appointment is for Stan on Monday, July 7th, at 12:30 p.m. To confirm this appointment, please press 1. If you need to reschedule, please press 2. Thank you! “
“Hello, this is Get Better Medi-Center calling to confirm an appointment for Stan Lee on Monday, July 7th, at 12:30 p.m. with Dr. YouKnow. If you need to reschedule your appointment, please contact us during normal business hours at 232-323-2323. Thank you!”
“Hello, this is Get Better Medi-Center calling to confirm multiple appointments for Betty and Stan Lee on Monday, July 7th at 12:30 p.m. Please select one of the following options: To confirm these appointments, please press 1.
[Thank you for your confirmation. We look forward to seeing you. Good-bye.]
To repeat this message, please press 2.
Cancel these appointments, please press 3.
[Your appointments have been canceled. Please reschedule your appointments by calling us at 232-323-2323. Thank you.]”
MEETING REMINDER TEXT
Sending appointment meeting reminder text messages is easy. Below, we’ll show you everything you need to know to start sending meeting reminder texts and stop experiencing no-shows.
How Communication Functions Today
In the last couple of years, people have started to prefer texting over talking for a range of reasons which we’ll discuss in a second. Here are some statistics, which clearly show the way of communicating is changing. For example:
- 4.2+ billion people around the world can send and receive messages via SMS. This is a drastic increase from the 1 billion mobile subscribers in 2003.
- The number of monthly texts sent has increased by more than 7,700% over the last decade.
- 47% of US smartphone users say they couldn’t live without their devices.
- The average user will tap, swipe, or click on their phone over 2000 times per day
- Text messages have a 209% higher response rate than a phone, email, or Facebook (60% of customers read texts within 1-5 minutes after receiving them=
- SMS open rates are as high as 98%
MEETING REMINDER TEXT EXAMPLE
1. Appointment confirmation text
“Hi, [name]. We’re confirming your appointment with Dr. Franklyn for Tuesday., 7/7/22, at 10:30 a.m. Use the link if you need to reschedule: https://lit.us/link323.”
2. Upcoming appointment friendly reminder
“Hi, [name]. This is Ryan Rems reminding you about your scheduled oil change for tomorrow (8/14) at 9 a.m. Call/text us if you need to reschedule. See you then!”
3. Your appointment has started
“Hi, [name]. Just reminding you that the medical workshop you registered for started. Join from your computer or phone at https://lit.us/link323. See you in the Q&A!”
4. Schedule another appointment
“Hi, [name]. We hope your bike is running well as new. Go ahead and schedule your next appointment for the recommended 12-week tuning: https://lit.us/link323.”
5. Missed appointment follow-up
“Hi, [name]. We missed you at your dental checkup today. Please give us a call so we can help reschedule your appointment: 232-323-2323.”
6. Reschedule an appointment
“Hi, [name]. We received your request to reschedule your appointment. Use this link to reschedule: https://lit.us/link323. Call 232-323-2323 if you have questions!”
No Contracts and No Risk!
There are No Hidden Fees, setup charges, cancellation charges or contracts.
All appointment reminder account tiers come with a 30 Day Trial – no credit card needed
