A virtual board meeting that is effective is dependent on the use of technology, good communication protocols and adhering to the rules of call. Technology issues can interrupt the flow of any meeting. It is difficult to keep the energy level high when participants cannot hear each other clearly or open attachments to read the minutes.
To avoid the meeting becoming a tangle of 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 oversee the meeting and ensure that all subjects are covered. To reduce time and interruptions, non-controversial subjects can be considered part of the agenda.
In a virtual environment it can be difficult for board members to interact with each other and some may not feel comfortable speaking to each other. The board chair can encourage discussions by inviting people to charge on each agenda item, or by using a hand-raising strategy during the discussion. It is also helpful to provide background info about every item on the agenda prior to the meeting, to ensure that directors are able to focus their attention during the call.
Board members can collaborate online between meetings using a secure document management system. This helps maintain the efficiency and accountability of the board. It is crucial to use a document management software that has granular control to ensure that every director can view, edit, and comment on documents. Lastly, it is important to create a calendar reminder for the next board meeting to boost the involvement of board members and to motivate them to prepare in advance.
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