A virtual board meeting that works relies on technology as well as good communication protocols, and adhering strictly to call etiquette. There is nothing that can disrupt the flow an event more than technical issues and it is very difficult to maintain the enthusiasm in the room when attendees are unable to communicate with each other clearly, or open attachments to read minutes that have been written down.
To ensure that the meeting doesn’t end up becoming bogged down in 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 help the chair manage the meeting and ensure that all subjects are covered. To save time and reduce interruptions, topics that aren’t controversial can be considered part of the agenda.
In a virtual setting, it isn’t easy for board members to communicate with each other and some may not feel comfortable speaking to each other. The chair of the board can encourage discussion by asking for people to direction on each agenda item, or by using a hand-raising strategy during the discussion. Additionally, it is beneficial to provide background information about the agenda item prior to the meeting so that directors can concentrate their attention on the discussion during the call.
Board members can collaborate between meetings via a secure online document management system, which assists in maintaining the efficiency and accountability of the board. It is crucial to use a system that offers granular controls so that each director has the ability to review and edit documents, and monitor any changes made by other directors. It is also crucial to set a calendar reminder to remind board members of the upcoming meeting. This will increase their enthusiasm and motivate them to plan.
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