The planning of a virtual board meeting can be critical to the success of board engagement, meetings and the quality of the minutes. These tips can help you plan your next virtual board meeting and create the conditions for a productive and efficient session:
Create an agenda reflecting the goals of your meeting, like to inform people, gather data or reach a decision. This will to direct the conversation and assist your chairperson in directing the pace of the discussion. Include a maximum duration for each speaker and topic in order to keep the discussion moving.
Schedule the meeting for the time that is convenient for all participants. This will allow participants to take part in the meeting and also ensure that the quorum that is required for democracy and voting is present. It’s also important to consider the time zones of those attending and provide the tools required for a successful discussion.
Employ a staff member to act as a timekeeper. This person will monitor the length and duration of each meeting, and ensure https://www.dailyboardroom.org/board-of-directors-software-comparison-common-mistakes that the meeting times are adhered to. This will improve productivity and increase accountability of board members. It’s also a good idea to ask members and directors to dress in formal attire for the meeting to avoid distracting lighting or clothing which could cause problems when recorded.
Invite or require everyone to use video during meetings in order to improve engagement. This will also enable them to read the body language of their co-workers. This will also promote a collaborative environment and help build trust.