How to Conduct Effective Virtual Board Meetings
If you’re using a management board software solution, make sure that it has secure storage for documents. Your company handles a lot of documents ranging from financial reports to governing documents and you must ensure that all members have secure access. It is also worth considering using a portal application that lets members communicate and make comments on documents prior to meetings, or during meetings.
It is important to clearly communicate in advance of a meeting to remind board members of the meeting and any necessary documentation. The agenda and any supporting documents a week prior to the meeting to ensure that everyone can review the agenda and be prepared for the meeting. Affording feedback from your group prior to the meeting is also an excellent idea. This gives you the chance to address any issues that may arise.
Virtual boards are comprised of a variety of people who have competing schedules and commitments. If you’re able to arrange your virtual meetings at times when the majority of members will be present, avoiding early mornings or late nights as well as typical break times. If that’s not possible try using a computer-based scheduling tool to find a the best time for your meeting that is suitable for as many people as you can.
It’s essential to establish the ground rules for virtual meeting rules, such as turning off your microphone when you’re not speaking and conducting meetings in a quiet area without distractions (including messy desks!). It’s beneficial to have someone to take notes for each virtual meeting. The person taking the minutes should keep the discussion on track and take notes of all motions, decisions, and votes verbatim.
