People are less attentive to a board meeting that is remote as they would in person. It’s much easier to give in to the urge to check email, grab food or pick up the phone. The good news is that you’ll be able to overcome a lot of these obstacles when you manage your meetings with efficiency. These best practices can help you keep virtual meetings on time, secure and productive.
Make use of a reliable, online portal with a board-management program that includes an agenda maker and video integration. Additionally, it comes with useful tools like task managers and document centers. These tools allow you to conduct your meetings without having to leave the portal and make sure that everyone is able to access them regardless of location and time zone, or device. It’s also a good idea to designate a moderator for your meeting, as they will oversee all of these systems and ensure that everything is running correctly.
Send out reminders for the meeting at least 24 hours before the date. This will reduce the number of attendees http://www.boardgreenroom.com/ who don’t show up and ensure that participants have all the information they need to take part. Use an agenda template to provide specific details of the call so that participants don’t get lost throughout the discussion.
If a board member is incapable of attending a remote meeting, he or she must submit a written statement to the board outlining their reasons and providing any reasonable accommodations needed. The board will decide if the reason is valid. This process can be complicated however, the board must strive to be as fair and consistent as is possible.