A successful virtual board meeting is dependent on the use of technology that is functional, strong communication protocols and adherence to the rules of conduct for calls. Issues with technology can disrupt the flow of any meeting. It is difficult to maintain a positive atmosphere when participants aren’t able to communicate clearly, or open attachments in order to read the minutes.
Consider putting in an time limit on each agenda item (BoardEffect) to avoid the meeting from becoming filled with off-agenda discussions. This will allow the chair to control the meeting, and ensure all subjects are covered. Additionally, noncontroversial items may be put to vote as part of a consensual agenda to allow for discussion at the end of the meeting and to reduce interruptions.
It is often difficult for board members to interact with each other in a virtual world and some might not be comfortable speaking up. However, the board chair can encourage participation by asking for volunteers to take over each agenda item, or by using a hand-raising method during the discussion. It is also beneficial to provide background information about the agenda item prior to the meeting so that directors are able to concentrate their attention on the discussion during the conference call.
Board members can collaborate during meetings using a secure online document management system, which helps to ensure productivity and accountability. It is crucial to utilize a document management system that has granular control to ensure that every director is able to view, edit, and add comments to documents. It is also essential to set a calendar reminder to remind board members of the upcoming meeting. This will boost their involvement and help them prepare for the meeting.
