The quality of your board’s meeting is dependent on the amount of work that members complete prior to each meeting. If participants take the time to prepare, they can make online meetings more efficient and productive. A group that is well-prepared is more likely to adhere to the agenda and avoid getting sidetracked.
It is essential to clearly communicate to board members from remote locations how they should be participating secure document handling in data rooms in meetings. It’s a good idea, for instance to remind members that they must mute themselves when speaking and only speak up when called upon. This will stop people from talking over one another or leaving the room without feeling heard. It is also essential that the convener ask participants if they need assistance in a tech issue prior to beginning.
Include the rules for virtual meetings in the board member orientation material so that everyone knows what to expect prior to and after the meeting. For instance, it’s important to distribute the agenda in advance and to follow up with the participants a day or early in the morning prior to the meeting to confirm all the details, provide them with the link to the meeting or Zoom once more and remind them of any other meeting preferences (such as requesting that attendees attend from an area that is quiet to avoid distractions). It is also recommended to add an executive session placeholder to each agenda item, and to include this at the start of the meeting to avoid confusion as to whether there will be an executive session.
