The quality of your board’s meeting is dependent on the amount of work participants do prior to each meeting. Meetings online are more productive and efficient when participants are prepared. A well-prepared group is more likely to adhere to the agenda and avoid getting sidetracked.
It’s essential to communicate clearly to remote board members how they should participate in meetings. For instance, it’s best to remind people to mute themselves and only speak when asked to speak. This stops people from talking over one another or leaving a gathering without feeling heard. Before a meeting begins, the convenor should ask participants if they have any technology problems they need help with.
It’s also helpful to include the rules for virtual meetings in the materials for board members’ orientation so that everyone has a good understanding of what is expected of them before and after the meeting. For instance, it’s important to send the agenda ahead of time and to follow up with attendees a day or a morning prior to the meeting to confirm the details, send them the link to the meeting or Zoom once more, and remind attendees of any other preferences at the meeting (such as requesting attendees to attend from an area with no distractions). It is also recommended to add an executive session placeholder to each article source about Navigating Boardroom Security with Confidence agenda item, and to include it at the beginning of the meeting to avoid confusion over whether there is an executive session.