Virtual Board Meetings are now the norm in many organisations however, they have their own set of issues. They require an entirely different level of organization than in-person meetings, and the technology itself could be a learning curve. Following a few simple guidelines can assist boards in making the transition.
The first step is to ensure that everyone has the proper tools. This includes the right equipment, which has been tested before, as well as a stable internet connection. Board members should prepare for their meeting by reviewing documents and preparing any discussions.
Another key factor is to ensure that everyone is aware of the appropriate manners for virtual meetings. This means being respectful to others in attendance, not interrupting, and knowing that others are unable to discern your facial expressions and body language. It is also essential to shut off the microphone when not in use and to stay clear of background noise or distractions. Board members should be urged to make their offices camera-ready, by removing any personal items or distracting objects from view.
Additionally it is crucial to keep the meeting on track and to avoid overloading the agenda with lengthy discussion topics that could disrupt the focus. Also, it is important to allow for breakout discussions when the moderator determines that there is a lack of participation in the main discussion. It is crucial to ensure that all pertinent questions are discussed and the meeting is recorded.