The preparation of an online board meeting is critical to the success of meetings, board participation and the quality of the minutes. These tips will help prepare your next virtual meeting and ensure that it’s efficient and productive.
Create an agenda that reflects your purpose for the meeting, such as whether to inform, seek information, or come to the decision. This will help to guide the discussion and assist your chairperson with controlling the pace of the discussion. Include a maximum duration for each speaker and topic in order to keep the discussion moving.
Plan the meeting to an hour that is convenient for all participants. This will enable participants to take part more easily in the meeting and also ensure that there is a quorum, which is required for democracy and voting is present. It is also essential to consider the time zones of the attendees and provide the tools required for a smooth discussion.
Hire a member of staff to act as a timekeeper. This person will supervise the length and duration of each discussion, and ensure that timetables for meetings are followed. This will improve productivity and improve the accountability of board members. It’s also recommended to ask members and directors to wear professional attire during the meeting to keep away from distracting lighting or clothing that could be a problem when recorded.
Invite or require everyone to make use of video during the meeting in order to improve engagement. This will also enable them to observe the body language of their peers. This will aid in building trust and promoting the spirit of collaboration.
