A virtual board meeting that’s effective depends on the use of technology as well as good communication protocols, and adhering strictly to call etiquette. Technical issues can disrupt the flow of any meeting. It’s difficult to maintain energy when attendees cannot hear each other clearly or open attachments to read the minutes.
It is suggested to set an time limit on each agenda item (BoardEffect) to avoid the meeting from getting consumed by off-agenda discussion. This will help the chair oversee the meeting and ensure that all topics are covered. Additionally, noncontroversial issues can be considered as part of a consensus agenda to make time for discussion during the meeting, and also reduce interruptions.
It can be difficult for board members and their staff to communicate with each other in a virtual space, and some may not read this article – The Impact of Virtual Data Room Features be comfortable speaking out. However, the chair can encourage participation by asking for volunteers to take over each agenda item, or employing a hand-raising technique during the discussion. Additionally, it is beneficial to provide background information about each agenda item prior to the meeting so that directors can focus their attention on the discussion during the call.
Board members can collaborate online between meetings using a secure document management system. This increases productivity and accountability. It is crucial to use an application that provides precise controls, so that every director can view, edit and comment on documents and keep track of any changes made by other directors. It is also important to create a calendar reminder to remind board members of the upcoming meeting. This will increase their enthusiasm and help them prepare for the meeting.