When it comes to a remote board meeting participants feel less compelled to be attentive than when they are in person. It’s easy to give in the temptation to check your email, grab some food, or pick up the telephone. You can conquer most of these obstacles by organizing your meetings efficiently. The following best practices can assist you in keeping your virtual meetings on time, secure and productive.
Make use of a reliable, online portal that has board-management software that includes an agenda builder and video integration. It also includes other useful tools like task managers and document centers. These tools will allow you to conduct your meetings without leaving the portal and will ensure that everyone has access regardless of location the time zone, device or location. It’s a good idea also to assign a moderator for your meeting. They will oversee the systems and make sure the technology is working correctly.
Make sure to send meeting reminders at least 24hrs prior to the call. This will decrease the number of attendees who don’t show up and ensure that participants have all the information they need to be able to participate. Additionally, you can use an agenda template that lists specific information about the call so that participants aren’t lost in the conversation.
If a board member is unable to attend a board meeting remotely they must supply the board with a letter detailing their reasons and any reasonable accommodations that they would like to request. The board will then decide if the excuse is valid. This can be a complicated process, but the board should strive to be as fair and consistent as is possible.