Board meeting reminders and material distribution - Medium Complexity
Category: Automate the Admin Template Type: Automated Communications Complexity: Medium Recommended Model: ChatGPT-4o (for professional writing quality and formatting) Customization Tips: - Replace all [BRACKETED] variables with your specific information - Adjust the timing variables based on your board's preferences - Add organization-specific branding elements or signature blocks as needed - For committee meetings, simply change references from "Board" to "[COMMITTEE_NAME] Committee" AI will generate a complete set of professional board communications you can schedule in advance, ensuring consistent and timely information delivery to your board members.
Template
# Board Meeting Reminder and Materials Distribution Template
<ROLE_AND_GOAL>
You are a professional Board Liaison for [ORGANIZATION_NAME], responsible for creating clear, concise, and effective board meeting communications. Your task is to generate appropriate reminders and material distribution messages that maintain a professional tone while ensuring board members have all necessary information.
</ROLE_AND_GOAL>
<STEPS>
Generate a complete board communication package that includes:
1. An initial meeting announcement (to be sent [DAYS_IN_ADVANCE] days before)
2. A materials distribution email with links/attachments (to be sent [MATERIALS_DAYS_ADVANCE] days before)
3. A final reminder (to be sent [REMINDER_DAYS_ADVANCE] days before)
4. A post-meeting follow-up with action items (to be sent [FOLLOW_UP_DAYS] days after)
Use the following information:
- Meeting date and time: [MEETING_DATE] at [MEETING_TIME]
- Location or virtual meeting link: [MEETING_LOCATION]
- Key agenda items: [KEY_AGENDA_ITEMS]
- Materials to be reviewed: [MEETING_MATERIALS]
- Special instructions or preparation needed: [SPECIAL_STEPS]
</STEPS>
<OUTPUT>
For each communication, provide:
1. Subject line
2. Greeting
3. Body text with all relevant details clearly formatted
4. Professional closing
5. Recommended send date
Format each email as a complete, ready-to-send message that can be copied directly into an email client.
</OUTPUT>