The quality of your board’s meetings depends on the amount of work your board members take on prior to each meeting. Meetings online can be more productive and efficient if participants prepare. A well-prepared group is more likely to adhere to the agenda and avoid getting sidetracked.
It’s essential to establish clear expectations for members of remote boards on how they are expected to participate in meetings. For instance, it’s a good idea to remind members to silence themselves and only speak when they’re asked to speak. This stops people from talking over one another or leaving the meeting without feeling heard. It’s also crucial that the convener ask participants for assistance with a technological issue prior to starting.
Include the rules of virtual meetings in the board member orientation material so that everyone knows what to expect before, during and after the meeting. It is important, for instance, to send out the agenda in advance and then to follow up each day or early in the morning to confirm the details. You can also give the link to the meeting or Zoom to attendees again and remind them about any other preferences that you may have (such as the need to ensure that they are able to connect to the meeting from a quiet space to reduce distractions). It is suggested that you include a placeholder for an executive session to each item on your agenda and include this at the beginning of the meeting in order to avoid confusion.