As board members become comfortable with the convenience and cost savings of virtual meetings, they are finding that these meetings can be just as productive as meetings in person. The elimination of travel and time commitments allows more board members to be present, and also increases the chance that a meaningful discussion can be held.

In the process of preparing for board of directors an online board meeting, it is important to provide clear instructions on how to utilize the software as well as other tools. Many companies that offer board management software have produced instructional videos that are a great place to start for beginners. Some software providers offer an “test-drive” feature that allows users to test the program before the meeting and resolve any technical issues.

It is also important to inform the attendees of the etiquette guidelines for a board meeting online to ensure that everyone feels comfortable during the session. It is possible to follow some guidelines regarding etiquette such as turning off the microphone when you’re not talking and using the camera only when recording and avoiding personal photographs in your home office or meeting room.

It is important to ensure that the meeting is focused and efficient. Create a clear agenda and then send it out to attendees as early as possible. In this way, attendees will have sufficient time to read through their materials, add their points, and prepare for the meeting. Having an organized agenda will also assist in keeping the meeting on track and ensure all topics are covered. Additionally, it’s helpful to take notes of the meeting and distribute minutes to the attendees right after the call.