The quality of your board meeting depends on the amount of work members do prior to each meeting. Meetings online are more productive and efficient when participants prepare. A well-prepared team is also more likely to adhere to the agenda, and make sure that they aren’t distracted by any tangent.
It’s essential to communicate clearly to board members from remote locations what they are expected to do in meetings. For instance, it’s a good idea to remind members to silence themselves and only speak when they’re requested to speak. This will prevent participants from arguing with one another or leaving the room without feeling heard. Before beginning a meeting the convenor must ask participants if they have technological issues they require assistance with.
Include the rules for virtual meetings in the board member orientation material so that everyone https://protectednetwork.org/best-practices-for-agenda-in-board-meetings/ knows what to expect prior to, during and after the meeting. For instance, it’s crucial to send the board agenda in advance and to follow up with participants one day or in the morning prior to the meeting to confirm all the details, then provide them with the link to the meeting or Zoom again, and remind attendees of any other meeting preferences (such as requesting attendees to tune in from a quiet area to minimize distractions). It is also recommended to add an executive session placeholder to each agenda item and include it at the beginning of the meeting to avoid confusion about whether there will be an executive session.