A successful virtual board meeting is dependent on functional technology, strong 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 very difficult to maintain the energy in the room if participants 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 a tangle of off-topic discussions, think about adding a brief agenda item with a specific time limit for each item on the agenda (BoardEffect). This will help the chair keep the meeting in check and ensure that all issues are addressed. To reduce time and interruptions, topics that aren’t controversial are able to be voted on as part of an agenda that is agreed upon.
It can be harder for board members and their staff to communicate with one another in a virtual space and some may not feel comfortable speaking up. However, the board chair can encourage participation http://seboardroom.com/how-to-set-up-text-to-donate-in-a-few-easy-steps/ by asking for volunteers to take over each agenda item, or by using a hand-raising method during the discussion. It is also beneficial to provide background information about the agenda items prior to the meeting to allow directors to focus their attention on the discussion during the call.
Board members can collaborate online during meetings using a secure document management system. This can help maintain the efficiency and accountability of the board. It is essential to use an application that provides specific controls to ensure that each director can view and edit documents and keep track of any changes made by other directors. In addition, it is crucial to set up an appointment reminder on the calendar for the next meeting to increase the participation of board members and encourage them to prepare in advance.