How to Conduct Effective Virtual Board Meetings

If you are using a board management software, make sure it provides secure document storage. Your organization handles a lot of documents, ranging from financial reports to governing documents, and you want to ensure that everyone has secure access. Consider implementing a software portal which allows members to make comments and to share documents prior meetings, or even during meetings.

It is essential to communicate clearly in advance of the meeting to remind board members of the meeting and any necessary documents. The agenda and any supporting materials one week before the meeting so that everyone can review them and be prepared for the meeting. It’s also a good idea to inquire for any additional feedback from your board in advance of the meeting, which will give you an opportunity to address concerns prior to them arise during the meeting.

Virtual boards consist of a variety of people who have different schedules and commitments. If you’re able arrange your virtual meetings for times when most members will be available, and avoid early mornings, late nights, and typical break times. If that’s not possible, consider using a digital scheduling tool to help you choose a an appropriate time to meet for as many people as you can.

It’s essential to establish some guidelines for virtual meeting etiquette. For example it’s recommended to turn off your microphone when you’re not speaking and conduct meetings in a quiet place without distractions. It’s also beneficial to have a designated minutes-taker for each virtual meeting who can keep the discussion on point and record all motions and decisions in full.

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