A successful virtual board meeting relies on the use of technology that is functional, strong communication protocols and adherence to call etiquette. Nothing disrupts the flow of a meeting like tech issues, and it can be very difficult to maintain the enthusiasm in the room when participants are unable to communicate with each other clearly, or open attachments to read minutes that have been recorded.
Consider putting in the time limit for each agenda item (BoardEffect) to stop the meeting from getting bogged down in off-agenda discussion. This will let the chair be in control of the meeting and ensure all issues are addressed. Additionally, noncontroversial issues can be voted on as part of a consent agenda in order to make time for discussion during the meeting and reduce interruptions.
It is often difficult for board members to interact with each other in a virtual setting and some may not be comfortable speaking out. The chair of the board can facilitate discussion by asking individuals to lead on each agenda item, or using a hand-raising strategy during the discussion. Also, it is helpful 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 online between meetings by using an efficient document management system. This helps maintain productivity and accountability. It is essential to use an effective document management system that has granular control to ensure that every director is able to look over, edit, and add comments to documents. It is also crucial to create a reminder calendar to remind board members of the upcoming meeting. This will increase their enthusiasm and encourage them to organize.
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