A successful virtual board meeting is dependent on a functioning technology, solid communication protocols, and adhering to the rules of call. There is nothing that can disrupt the flow a meeting like tech issues, and it can be extremely difficult to maintain the energy of the room when attendees aren’t able to hear each other clearly or cannot open attachments to read the minutes that have been written down.
To prevent the meeting from getting bogged down with discussions that are not on the agenda, you could consider adding a brief agenda item with a specific time limit to each item on the agenda (BoardEffect). This will let the chair be in control of the meeting and ensure all issues are covered. Additionally, noncontroversial items may be put to vote as part of a consensual agenda to allow for discussion at the end of the meeting and to reduce interruptions.
In a virtual space, it can be difficult for board members to communicate with one another and some might not be comfortable speaking up. The chair of the board can facilitate discussion by asking people to direction on each agenda item, or by using a hand-raising strategy during the discussion. It is also helpful to provide background information about each item on the agenda prior to the meeting, so that directors can focus their attention during the call.
Board members can collaborate online during meetings using a secure document management system. This increases productivity and accountability. It is crucial to use an efficient document management system which allows for granular controls so that each director can look over, edit, and add comments to documents. It is also important to set up an appointment reminder on the calendar for the next meeting in order to increase board member engagement and encourage them to prepare in advance for the meeting.
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