How to Conduct Effective Virtual Board Meetings

A virtual board meeting that works is dependent on the use of technology, good communication protocols and adhering to the rules of call. Tech issues can disrupt the flow of any meeting. It’s hard to maintain a positive atmosphere when participants can’t hear each other clearly or open attachments to read the minutes.

To avoid the meeting getting bogged down by off-agenda discussions, consider adding a brief agenda item with a specific time limit to each item on the agenda (BoardEffect). This will enable the chair to manage the meeting and ensure all topics are covered. Additionally, noncontroversial topics can be voted on as a part of a consent agenda in order to save time for discussion during the meeting and to reduce interruptions.

It is often difficult for board members to engage with one another in a virtual setting, and some may not be comfortable speaking up. However, the board chair can encourage participation by asking volunteers to take charge of each agenda item or by hand-raising during the discussion. It is also beneficial to provide background information about every item on the agenda prior to the meeting, so that directors can focus their attention during the conference.

Board members can work together between meetings using a secure online document management system that helps to maintain productivity and accountability. It is vital to use a system that offers the most precise controls so that each director is able to view, edit and comment on documents and track any changes made by other directors. Lastly, it is important to set up a reminder calendar for the next meeting to increase the participation of board members and to encourage them to prepare ahead.

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