Online board meetings are an excellent option for non-profit boards that are unable, or unwilling to meet in person due to geographic limitations, travel costs or busy schedules. However they can be a challenge to conduct in a manner that is productive and ensures everyone feels engaged and part of the process. Fortunately, implementing a few best practices can make these virtual meetings more effective and efficient.
Clearly communicate meeting materials to board members prior to the meeting, so they can read and submit questions before the conference call. This lets the meeting accelerate, stay focused and generate better insights. Additionally using a presentation tool like Mentimeter, you will be able to gain important insights from your attendees by way of engaging visuals. The content will be published in the meeting’s minutes, providing a permanent document that can be referenced years later.
Encourage attendees to use their camera features so that they can be able to see each other. This keeps everyone interested. Also, set the ground rules to allow everyone to http://www.boardmgmt.net/maintaining-control-over-a-company-after-losing-majority-shareholder-support/ take part in the meeting equally, for example, the chair asking for a raised hand to recognize when someone is talking or asking participants to make use of their mute buttons in the event that they are not speaking. It’s also beneficial to limit meetings to 90 minutes and avoid scheduling them during meals so that people don’t eat on camera.
Set discussion topics that are specific and allocate time for each item. This will provide directors with a sense of urgency in addressing issues on the agenda, and increase productivity. The focus on a specific topic can also cut down on distractions during meetings, such talking with other directors or checking emails.