The quality of your board meeting is contingent on the amount of work that participants do prior to every meeting. Online meetings are more productive and efficient when participants prepare. A well-prepared group is more likely to adhere to the agenda, and make sure they don’t get distracted by an unrelated tangent.
It’s crucial to establish clear expectations for board members who are remote regarding how they’re expected to attend meetings. For instance, it’s a good idea to remind participants to mute themselves and only speak when asked to speak. This will prevent participants from talking over one another or leaving the meeting not feeling heard. Before beginning a meeting the convenor must ask participants to identify any tech issues they require assistance with.
It’s also beneficial to include the rules for meetings that are virtual in the materials for board members’ orientation to ensure that everyone has good understanding of what is required of them prior to and after the meeting. For instance, it’s crucial to send the agenda ahead of time and to follow up with the participants a day or morning before the meeting to confirm the details, provide them with the link to the meeting or Zoom again, and remind them of any other preferences at the meeting (such as requesting that attendees listen to the meeting from an area that is quiet to avoid distractions). It is recommended that you add a placeholder for an executive session to every item on the agenda, and include it at the beginning of the meeting to avoid confusion.
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