The quality of your board’s meeting is dependent on the amount of work that participants do prior to every meeting. Online meetings can be more productive and efficient when participants are prepared. A well-prepared group is more likely to adhere to the agenda and avoid getting distracted.
It’s crucial to communicate clearly to board members on the remote how they should participate in meetings. It’s best, for example to remind the participants to turn off their phones when speaking and only speak up when they are asked to. This prevents people from talking over one another or leaving the meeting without feeling heard. It’s also important for the convener to ask participants if they need assistance with a technical issue prior to getting started.
Include the rules for virtual meetings in the orientation for board members document to ensure that https://protectednetwork.org/what-to-look-for-in-a-board-portal-provider/ everyone understands what to expect before and after the meeting. It’s important, for example to provide the agenda in advance and follow up on with the attendees in the morning or day prior to to confirm the agenda details. You can also give the Zoom or meeting link to participants again and remind them of any other preferences that you may have (such as asking them to listen to the meeting from a quiet space to avoid distractions). It is also recommended to include a placeholder for executive sessions to each agenda item and to include this at the start of the meeting to avoid confusion over whether there is an executive session.