A successful virtual board meeting is dependent on efficient technology, strong communication protocols and the observance of the proper manners of calling. Nothing can disrupt the flow of an event more than technical issues, and it can be very difficult to keep the energy level in the room when people are unable to hear each other clearly or open attachments to read the minutes that have been recorded.

To ensure that the meeting doesn’t end up becoming a tangle of off-topic discussions, think about adding a brief agenda item with a specific time limit for each item on the agenda (BoardEffect). This will let the chair be in control of the meeting and ensure that all issues are addressed. Additionally, noncontroversial items may be put to vote as part of a consensual agenda to make time for discussion during the meeting, and also reduce interruptions.

In a virtual space, it can be difficult for board members to interact with one another, and some might not feel comfortable speaking out. However, the board chair can invite participation by asking volunteers to take over each agenda item, or by hand-raising during the discussion. It is also helpful to provide background information about the agenda item prior to the meeting so that directors are able to focus their attention on the discussion during the conference call.

Board members can collaborate during meetings via a secure online document management system, which helps to ensure productivity and accountability. It is essential to use a system that offers granular controls so that each director has the ability to review and edit documents, and monitor any changes made by other directors. It is also crucial to create a calendar reminder to remind board members of the upcoming meeting. This will increase their engagement and encourage them to prepare.

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