How to Conduct Effective Virtual Board Meetings

A virtual board meeting that is effective depends on the use of technology as well as good communication protocols and adhering to call etiquette. There is nothing that can disrupt the flow a meeting like tech issues and it is extremely difficult to maintain the enthusiasm in the room when people aren’t able to hear each other clearly, or open attachments to read the minutes that have been recorded.

It is suggested to set a time limit for each agenda item (BoardEffect) to avoid the meeting from getting filled with off-agenda discussions. This will enable the chair to manage the meeting, and ensure all topics are covered. Additionally, noncontroversial issues can be considered as part of a consent agenda in order to allow for discussion at the end of the meeting, and also reduce interruptions.

It can be harder for board members to interact with each other in a virtual environment and some may not feel comfortable speaking up. However, the chair can encourage participation by asking volunteers to take charge of each agenda item or by using a hand-raising method during the discussion. Also, it is helpful to provide background information about each agenda topic prior to the meeting to allow directors to concentrate on the discussion during the conference call.

Board members can collaborate between meetings using a secure online document management system, which aids in maintaining productivity and accountability. It is crucial to use an application that provides the most precise controls so that each director has the ability to review, edit and comment on documents, and monitor any changes made by other directors. It is also essential to schedule a reminder on the calendar to remind board members of the coming meeting. This will increase their enthusiasm and encourage them to organize.

effective virtual board meetings