Virtual Board Meetings are now the norm in a lot of organizations however they come with their own set of challenges. Virtual meetings require a completely different organizational degree than in-person meetings and the technology could be an education curve. Following a few guidelines can help boards navigate the transition.
The first step is to ensure that all participants are equipped with the right equipment. This includes the correct equipment, which must have been tested prior to the meeting, and an internet connection that is stable. Board members should also prepare for the meeting ahead of time by reviewing documents, and prepare for any discussions they might have.
It is also essential that everyone is aware of the proper manners of virtual meetings. This includes being respectful of the other participants by not interrupting and being mindful of the fact that other people aren’t able to see facial expressions or body language. It is crucial to silence microphones when not speaking, and to keep away from distractions or background noises. Board members should be urged to make their home office spaces camera-ready by taking any personal items or distracting objects from view.
In addition, it is essential to keep the meeting in line with the timetable and to avoid overloading the agenda with lengthy discussion topics that can distract the discussion. Also, it is important to allow for breakout discussions when the moderator determines that there is a lack of participation the main discussion. It is essential that all relevant issues are addressed and that the meeting is recorded.
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