The quality of your board meeting is contingent on the amount of work that members complete prior to every meeting. Online meetings can be more productive and efficient when participants are prepared. A group that is well-prepared is more likely to stick to the agenda and avoid getting distracted.
It is essential to clearly communicate to remote board members how they should be participating in meetings. For example, it’s best to remind them to board portal tools for effective governance silence themselves and only speak when they’re requested to speak. This stops people from talking over one another or leaving the meeting without feeling heard. Before a meeting begins the convenor should inquire of participants to identify any tech issues they require assistance with.
It’s also helpful to include the rules for meetings that are virtual in the materials for board members’ orientation to ensure that everyone has a good understanding of what is required of them prior, during, and following the meeting. For instance, it’s crucial to distribute the agenda in advance and to follow up with attendees a day or morning before the meeting to confirm all the details, provide them with the Zoom or meeting link in a second time and remind attendees of any other meeting preferences (such as requesting attendees to listen to the meeting from an area with no distractions). It is also recommended to include an executive session placeholder to each agenda item and to include it at the beginning of the meeting to avoid confusion about whether there is an executive session.