How to Conduct Effective Virtual Board Meetings
An effective virtual board meeting is dependent on efficient technology, strong communications protocols, and adherence to the proper manners of calling. There is nothing that can disrupt the flow meetings like technical issues and it is extremely difficult to maintain the energy in the room when attendees 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 prevent the meeting from getting bogged down in off-agenda discussion. This will help the chair oversee the meeting and ensure that all topics are covered. To reduce time and interruptions, topics that aren’t controversial can be voted upon as part of an agenda agreed upon.
In a virtual world, it isn’t easy for board members to interact with each other and some may not feel comfortable speaking up. The chair of the board can encourage discussion by asking people to charge on each agenda item or by employing a hand-raising method during the discussion. It is also beneficial to provide background information about each agenda topic prior to the meeting to allow directors to focus their attention on the discussion during the conference call.
Board members can collaborate online between meetings using an efficient document management system. This can help maintain productivity and accountability. It is vital to use the system that provides precise controls, so that every director has the ability to review and edit documents, and monitor any changes made by other directors. It is also crucial to create a calendar reminder to remind board members of the upcoming meeting. This will increase their engagement and encourage them to prepare.