A virtual board meeting that works is dependent on the use of technology, good communication protocols and adhering to etiquette for calls. Nothing can disrupt the flow of a meeting like tech issues and it is very difficult to keep the energy level in the room if participants are unable to communicate with each other clearly or cannot open attachments to read the minutes that i loved this have been written down.
It is suggested to set an appropriate time limit for each agenda item (BoardEffect) to avoid the meeting from becoming consumed by off-agenda discussion. This will allow the chair to keep the meeting in check and ensure that all issues are addressed. To speed up the process and minimize interruptions, non-controversial subjects can be voted upon as part of an agenda agreed upon.
In a virtual environment it can be difficult for board members to communicate with each other and some might not feel comfortable speaking up. The chair of the board can facilitate discussion by asking for volunteers to lead on each agenda item, or using a hand-raising strategy during the discussion. It is also beneficial to provide background information on 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 by using a secure document management system. This increases the efficiency and accountability of the board. It is essential to use a document management software that has granular control to ensure that every director can access, edit and comment on documents. It is also important to set a calendar reminder to remind members of the next meeting. This will increase their engagement and help them prepare for the meeting.