A virtual board meeting that works relies on technology as well as good communication protocols, and adhering strictly to call etiquette. Nothing interrupts the flow of a meeting like tech issues and it can be very difficult to maintain the energy level in the room when participants aren’t able to hear each other clearly, or open attachments to read the minutes that have been recorded.
To avoid the meeting becoming bogged down in discussions that are not on the agenda, you could consider adding a brief agenda item-specific time limit for each item on the agenda (BoardEffect). This will allow the chair to control the meeting and ensure that all topics are covered. To cut down on time and interruptions, topics that are not controversial are able to be voted on as part of the agenda.
In a virtual world, it isn’t easy for board members to communicate with one another, and some might not feel comfortable speaking out. The board chair can encourage discussion by asking for people to direction on each agenda item or by employing an approach of hand-raising during the discussion. It is also helpful to provide background information about each agenda item prior to the meeting, to ensure that directors are able to focus their attention on the meeting.
Board members can collaborate online between meetings using an efficient document management system. This improves effective virtual board meetings the efficiency and accountability of the board. It is crucial to utilize a system that offers the most precise controls so that each director can review and edit documents and keep track of any changes made by other directors. It is also crucial to create a reminder calendar to remind members of the next meeting. This will boost their involvement and help them prepare for the meeting.
