A virtual board meeting permits your organization to hold productive meetings without the physical limitations of a traditional in-person gathering. The use of an online board meeting software will enable you to reduce time and money by avoiding travel costs as well as the need for manual processes like the recording of attendance and the writing of minutes. This allows you to increase your board membership pool by adding those who are unable to attend in person.
The process of establishing an online board meeting can be simple, although you will need to provide each participant with the necessary link prior to the meeting. You might want to distribute the link for a trial meeting to your participants prior to the first meeting to ensure that their equipment is working correctly.
An organized agenda is crucial for the success of a virtual board meeting. Be sure to include an ‘any other business’ item in the event of any issues that have not been addressed in the rest your meeting. This will help keep your agenda moving in the right direction and increase productivity.
Make sure you schedule each discussion topic with a deadline and the intended outcome for each. This will give the board members a sense that there is a structure and help you to move through the meeting quickly.
In providing all attendees with copies of the agenda and other pertinent documents prior to the meeting will allow them to be prepared to contribute their insights. Additionally, you should use video conferencing for your board meetings as this will enhance engagement and allow participants to look at each other’s body language to better understand non-verbal communication.