How to Conduct Effective Virtual Board Meetings

If you are using a board management software, make sure it has secure storage for documents. It is important to ensure that all members of your organization are able to access the documents they work with, from financial reports to the governing documents. Consider implementing a software portal that lets members easily comment and share documents before meetings or even during meetings.

It’s essential to have clear communications prior to the meeting to remind board members of the meeting as well as any other documentation required. The agenda and all supporting materials at least a week prior to the meeting to ensure that everyone has time to review them and be prepared for the meeting. Inquiring for feedback from your board before the meeting is also an excellent idea. This will give you the opportunity to address any concerns that might arise.

Virtual boards are comprised of a variety of people who have competing schedules and commitments. If possible, plan virtual meetings at times that the majority of the members are available. Avoid early mornings, late nights, and common breaks. If this isn’t possible, consider using a digital scheduling tool to help find the best time for your meeting that is suitable for as many people as possible.

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 talking and hold meetings in a quiet area without distractions. It’s also helpful to have a designated minutes-taker for each virtual meeting who will keep the discussion on point and take notes of all motions and decisions in a written format.

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