How to Conduct Effective Virtual Board Meetings
A successful virtual board meeting relies on efficient technology, strong communication protocols, and adhering to call etiquette. Issues with technology can disrupt the flow of any meeting. It is difficult to keep the momentum going when attendees are unable to hear each other clearly or open attachments to read the minutes.
Consider adding a time limit for each agenda item (BoardEffect) to avoid the meeting from becoming consumed by off-agenda discussion. This will allow the chair control the meeting and ensure that all issues are addressed. To speed up the process and minimize interruptions, non-controversial subjects are able to be voted on as part of an agreed agenda.
It can be difficult for board members to interact with one another in a virtual space and some might not be comfortable speaking up. However, the board chair can encourage participation by inviting volunteers to guide each agenda item by hand-raising during the discussion. It is also beneficial to provide background information on every item on the agenda prior to the meeting so that directors can concentrate their attention during the read here call.
Board members can collaborate online between meetings by using an efficient document management system. This can help maintain the efficiency and accountability of the board. It is vital to use the system that provides precise controls, so that every director is able to view and edit documents and track any changes made by other directors. Lastly, it is important to set up a reminder calendar for the next meeting in order to improve the engagement of board members and to motivate them to prepare ahead of time for the meeting.