The planning of a virtual board meeting is essential to the success of meetings, board participation and the quality of minutes. These suggestions can help you plan your next virtual board meeting and set the stage for a productive and efficient session:
Create an agenda that is reflective of your purpose for the meeting, including whether to inform, seek information, or arrive at the decision. This will help to guide the discussion and assist your chairperson in controlling the pace of the discussion. Include a maximum duration for each speaker and topic to keep the discussion going.
Schedule the meeting for a time that is convenient for all participants. This will allow participants to be able to participate in the discussion, and also ensure that a majority of the attendees are present, which is required for democratic voting and democracy. Moreover, it’s important to take into consideration the time zones of everyone in the room and provide them with the proper tools to ensure a smooth discussion.
Employ a staff member who will be a timekeeper who will monitor the length of each discussion and ensure scheduled meeting times are adhered to. This will increase the accountability of board members and maintain productivity. It’s also recommended to ask directors and members to wear professional attire during the meeting to keep away from distracting lighting or clothing, which can be problematic on camera.
Make it mandatory or a requirement for participants to use video in the meeting to increase engagement and enable them to read the body language of their colleagues. This will also create an environment of collaboration and help to build trust.
