How to Conduct Effective Virtual Board Meetings

A successful virtual board meeting relies on efficient technology, strong communication protocols and adherence to the proper manners of calling. Nothing disrupts the flow of an event more than technical issues and it is very difficult to maintain the energy of the room when participants aren’t able to hear each other clearly, or open attachments to read minutes that have been recorded.

To ensure that the meeting doesn’t end up becoming bogged down in off-topic discussions, think about adding a brief agenda item with a specific time http://seboardroom.com/how-to-structure-nonprofit-board-positions/ limit to each item on the agenda (BoardEffect). This will let the chair be in control of the meeting and ensure that all issues are covered. Additionally, noncontroversial topics can be voted on as a part of a consensual agenda to allow for discussion at the end of the meeting and limit interruptions.

In a virtual setting, it isn’t easy for board members to communicate with each other, and some might not be comfortable speaking up. The chairperson of the board can help encourage discussions by inviting volunteers to initiative on each agenda item, or by using a hand-raising method during the discussion. It is also helpful to provide background information on the agenda item 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 by using a secure document management system. This improves productivity and accountability. It is crucial to use an application that provides the most precise controls so that each director can view and edit documents and keep track of any modifications made by other directors. It is also important to create a calendar reminder for the next board meeting to increase the participation of board members and to encourage them to prepare in advance for the meeting.