A successful virtual board meeting relies on efficient technology, strong communication protocols and the observance of call etiquette. Nothing can disrupt the flow of a meeting like tech issues, and it can be extremely difficult to maintain the energy of the room when attendees cannot hear each other clearly or cannot open attachments to read minutes that have been written down.
It is suggested to set an appropriate time limit for each agenda item (BoardEffect) to prevent the meeting from becoming consumed by off-agenda discussion. This will allow the chair to keep the meeting in check and ensure that all issues are addressed. Additionally, noncontroversial items can be considered as part of a consent agenda in order to keep time for discussion during the meeting, and also reduce interruptions.
In a virtual setting, it can be difficult for board members to communicate with one another and some might not feel comfortable speaking up. The board chair can encourage discussion by asking volunteers to take the lead on each agenda item, or by employing the hand-raising technique during the discussion. Additionally, it is beneficial to provide background information on the agenda item prior to the meeting so that directors can concentrate their attention on the discussion during the conference call.
Board members can collaborate online between meetings using an efficient document management system. This can help maintain productivity and accountability. It is crucial to use a document management system that has granular control so that each director has the ability to access, edit and even comment on documents. It is also important to create a calendar reminder to remind board members of the upcoming meeting. This will increase their engagement and encourage them to prepare.
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