A board meeting online is an excellent method for board members to stay connected without putting themselves or their colleagues at risk of getting sick. It also allows for greater flexibility in scheduling meetings, since attendees don’t need to set aside a specific time or adjust their schedules to accommodate a trip across time zones. For board members working abroad it is also possible to attend meetings despite of travel restrictions or quarantine.
Like all meetings, the success of an online board meeting is dependent on a thorough preparation and clear communication. Therefore, it’s essential to establish some ground rules to help ensure that everyone on the board is engaged and able to follow along with the conversation. You can request remote attendees to turn their phones on silent or vibrate, and remind them not to place their feet directly near windows that could create unwelcome reflections.
Another method to boost engagement is to use video during meetings, instead of relying on audio. This will allow attendees to see each other and better gauge body speech, which is difficult to do via the phone or computer. It will also make it easier for the chair to identify who’s speaking and give them the floor, particularly if there are multiple participants.
It’s also vital to have an efficient and secure system for storage of documents as boards handle lots of sensitive information. A dedicated system can store all documents in one location, with administrators able to restrict access and define permissions. It can also aid in collaboration and boost productivity during meetings by assigning tasks which are later tracked and monitored.