Online board meetings are an efficient and convenient method to hold meetings without the requirement of physically attending. It allows for more participants and eliminates the need to travel, which is costly and time-consuming. However, virtual meetings are not without challenges. It is important to follow certain rules of conduct to make these meetings as productive and efficient as they can be.
1. Utilize an online icebreaker to increase engagement before and after meetings. This will allow board members to become acquainted with each other. Alternatively, you can ask the participants to use the chat box to introduce themselves. It’s a great method for everyone to feel comfortable with the technology and to begin the meeting.
2. Train the less tech-savvy members of your board. This will help reduce the resistance to adopting new technology. The training will also assist users navigate the board portal and other tools, more efficiently. 3. Before the call starts make sure all participants have a high quality audio/video setup and an adequate internet connection. This will increase the quality of the call. 4. Ensure that all attendees are making use of the mute function when they are not speaking. This will limit interruptions from other board members and will eliminate external distractions.
5. Record and draft minutes. It is important to make sure that the minutes will be an important resource for attendees, and include the relevant information. Minute-takers should also strike the right balance between thoroughness, conciseness and accuracy. They should also stay clear of making use of informal conversations or personal opinions in meeting minutes.