People are less attentive when it comes to a board meeting that is remote as they would in person. It’s easy for them to give in to the temptation to check your email, eat snacks, or answer the phone. You can overcome most of these obstacles by conducting your meetings efficiently. The following best practices will help keep your virtual meetings on time efficient, secure and secure.
Make use of a trusted online portal that has board management software that comes with agenda builders, video integration and other useful tools, such as document centers and task managers. These tools will allow you to conduct your meetings without leaving the portal, and ensure that everyone is able to access them regardless of location and time zone, or device. It’s recommended to designate a moderator for your meeting, as they will oversee all of these systems and ensure that everything is running properly.
Send out reminders for the meeting at least 24 hours before the date. This will decrease the number of no-shows and ensure that attendees have all the information they require to take part. Additionally, use an agenda template that lists specific details for the call so that participants aren’t lost in the conversation.
If a board member is not able to attend an online meeting, he or she must write a statement to the board outlining the reason for the absence and detailing any reasonable accommodations requested. The board will then determine if the reason is valid. This process can be complicated however, the board must strive to be as fair and consistent as is possible.