The organization of a virtual board meeting can be essential to the success and efficiency of board engagement, meetings and the quality of minutes. These tips will help prepare your next virtual meeting and ensure it’s efficient and productive.
Create an agenda reflecting the goals of your meeting, for example, to inform people, gather data or come to a conclusion. This will help guide the conversation and help your chairperson to control the pace of discussion. Include a maximum duration for each speaker and topic in order to keep the discussion going.
Schedule the meeting for an hour that is convenient for all attendees. This will allow participants to take part in the meeting and also ensure that the quorum that is essential for democracy and voting is present. It is also essential to take into account the time zones of participants and provide them with the tools they need for a smooth discussion.
Hire a member of staff to serve as a keeper. This person will supervise the length and duration of each discussion and ensure that meeting times are met. This will increase board member accountability and ensure that the board is productive. It’s also an excellent idea to request members and directors to wear formal attire for the meeting to keep away from distracting lighting or clothing that could be a problem on camera.
Encourage or require all attendees to use video during the meeting to increase engagement. This will also let them observe the body language of their co-workers. This will also create the environment of collaboration and build trust.