A virtual board meeting that is effective relies on technology as well as good communication protocols, and adhering to call etiquette. Nothing interrupts the flow of meetings like technical issues and it is difficult to maintain the energy in the room when attendees are unable to hear each other clearly, or open attachments to read minutes that have been recorded.
To prevent the meeting from getting bogged down by off-topic discussions, think about adding a brief agenda item with a specific time limit to each item on the agenda (BoardEffect). This will allow the chair to oversee the meeting and ensure that all issues are addressed. Additionally, noncontroversial items may be voted on as part of a consent agenda in order to save time for discussion during the meeting and limit interruptions.
In a virtual world, it isn’t easy for board members to communicate with each other and some might not be comfortable speaking up. The chair of the board can encourage discussion by asking for volunteers to take the charge on each agenda item or using an approach of hand-raising during the discussion. Additionally, it is beneficial to provide background information about the agenda items prior to the meeting to allow directors to concentrate on the discussion during the conference call.
Board members can collaborate online between meetings by using a secure document management system. This can help maintain the efficiency and accountability of the board. It is important to use an efficient document management system which allows for granular controls so that each director has the ability to review, edit, and comment on documents. Additionally, it is essential to create a reminder calendar for the next board meeting to increase the participation of board members and to encourage them to prepare in advance.
