A successful virtual board meeting relies on the use of technology that is functional, strong communications protocols, and adherence to call etiquette. Technology issues can interrupt the flow of any meeting. It’s hard to maintain a positive atmosphere when participants are unable to hear each other clearly, or open attachments in order to read the minutes.

To prevent the meeting from getting bogged down with discussions that are not on the agenda, you could consider adding a brief agenda item-specific time limit for each item on the agenda (BoardEffect). This will allow the chair keep the meeting in check and ensure that all issues are addressed. Additionally, noncontroversial issues can be put to vote as part of a consent agenda in order to make time for discussion during the meeting and limit interruptions.

It can be difficult for board members to engage with each other in a virtual world and some might not feel comfortable speaking up. However, the board chair can encourage participation by asking volunteers to take charge of each agenda item or using a hand-raising technique during the discussion. It is also helpful to provide background info about each agenda item prior to the meeting to ensure that directors are able to focus their attention during the call.

Board members can collaborate between meetings using a secure online document management system that helps to maintain productivity and accountability. It is crucial to use a document management software that has granular control so that each director can view, edit, and add comments to documents. Additionally, it is essential to create a reminder calendar for the next meeting to improve the engagement of board members and to motivate them to prepare ahead of time for the meeting.

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