The quality of your board’s meeting is dependent on the amount of work members do prior to each meeting. Meetings held online are more productive and efficient when participants prepare. A well-prepared team is also more likely to stick to the agenda, and make sure they don’t get distracted by an unrelated tangent.
It’s essential to communicate clearly to board members on the remote how they can participate in meetings. It’s best, for example to remind attendees to mute themselves when speaking and only speak up when they are asked to. This stops people from speaking over each other or leaving a gathering without feeling heard. Before a meeting begins the convenor should ask participants to identify any issues with technology that they require assistance with.
Include the rules for virtual meetings in the board member orientation document to ensure that everyone understands what to expect prior to and after the meeting. It is important, for instance, to send out the agenda in advance and follow up on the day or morning before to confirm the agenda details. You can also provide the link to the meeting or Zoom to the participants and remind them about any other preferences you may have (such as asking them to tune in to the meeting from a quiet area to reduce 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 over whether there is an executive session.
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