Online board meetings have become a reality for many organizations, and for good reason. They save time and money, while also offering a greater variety of perspectives on the decisions. However, there are a few issues with virtual meetings conduct that can impede the pace of meetings and hinder productivity.
Keeping remote participants engaged is key to a productive meeting. Use video to introduce participants from remote locations and encourage them to engage with their webcams. Encourage participation by asking participants to raise their hands when asked for feedback or questions. Also remind them to silence their phones when they are not speaking to reduce background noises such as pets and kids. Set a maximum speaking time to prevent one person from dominating the conversation and to avoid boredom. This can be accomplished by putting the times on your agenda or by appointing someone from the team to serve as timekeeper.
Be sure that the board members are prepared for the meeting ahead of time by distributing a copy of the agenda and a list with the items they’re expected be discussing during the call. This will ensure that your board members arrive prepared and are able to make sound decisions. Board members should be urged to focus on the discussion and stay clear of tangential discussions that may not advance the agenda. Additionally, it’s a good idea to record minutes of the meeting so that you can preserve the dialogue and provide an invaluable resource for analyzing the meeting in the future. It is also a good idea to send follow-up work after the meeting. This will ensure that all deadlines and issues are addressed on time.
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