How to Conduct Effective Virtual Board Meetings

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A virtual board meeting that’s effective depends on the use of technology, good communication protocols and adhering strictly to call etiquette. Technology issues can interrupt the flow of any meeting. It’s difficult to maintain energy when attendees are unable to hear each other clearly or open attachments in order to read the minutes.

You might consider putting a time limit for each agenda item (BoardEffect) to avoid the meeting from becoming bogged down in off-agenda discussion. This will allow the chair oversee the meeting and ensure that all topics are covered. Additionally, noncontroversial topics can be considered as part of a consent agenda in order to keep time for discussion during the meeting and reduce interruptions.

It is often difficult for board members and their staff to communicate with one another in a virtual world and some may not be comfortable speaking out. The board chair can encourage discussions by inviting people to initiative on each agenda item, or using a hand-raising method during the discussion. Additionally, it is beneficial to provide background information about each agenda item prior to the meeting so that directors can concentrate their attention on the discussion during the call.

Board members can collaborate online during meetings using an efficient document management system. This helps maintain productivity and accountability. It is crucial to use a system that has granular controls so that each director is able to view, edit and comment on documents and keep track of any modifications made by other directors. It is also essential to schedule a reminder on the calendar to remind board members of the next meeting. This will increase their enthusiasm and help them prepare for the meeting.