How to Prepare for Virtual Board Meetings

Virtual board meetings are becoming more frequent in a variety of organizations. However, they come with their own set of challenges. Virtual meetings require a different organization level than traditional meetings, and the technology can be an education curve. Following a few guidelines can assist boards in making the transition.

The first step is to ensure that everyone has the proper tools. This includes the proper equipment, which should be tested prior to the meeting, as well as an internet connection that is reliable. Board members should prepare for the meeting prior to the time by reviewing the documents, and planning for any discussions they might have.

It is also crucial that everyone knows the proper manner of virtual meetings. This means being respectful of others in attendance as well as not interrupting the conversation and being aware of the fact that other attendees can’t read facial expressions or body language. It is also important to disable microphones when not speaking and to avoid background noise or distractions. Board members should be encouraged to make their home office spaces camera-ready by taking any personal items or distracting objects from view.

It is also crucial to keep the meeting to time and not overburden the agenda with long discussions that could distract the discussion. Also, it is important to allow for breakout discussions if the moderator feels there is a lack of participation in the main discussion. It is crucial to ensure that all relevant issues are addressed and that the meeting is recorded.