A board meeting online is a great way for members to stay in touch without putting them or their colleagues at risk of being infected. It also provides greater flexibility in scheduling meetings, since participants don’t have set aside a specific time or alter their schedule to accommodate traveling across time zones. It also permits board members working overseas to attend despite quarantine and travel restrictions.
As with any meeting the success of the online board meeting is dependent on the preparation and communication. It’s important, therefore, to establish a set of rules that will ensure everyone on the board is following the discussion and are involved. You can request remote attendees to switch their phones to vibrate or silent mode and remind them to not sit on windows that could create unwelcome glare.
Another method to increase engagement is to use video during the meeting instead of relying on audio. This will allow the participants to see each other, and better gauge their body language. This can be difficult to do via phone or on a computer. It will also make it easier for the chairperson to know who is speaking and to give them the floor, especially when there are many participants.
Finally, it’s essential to have a secure storage for documents since boards are responsible for lots of sensitive information. A dedicated system can store all documents in one location, with administrators being able to limit access and set permissions. It can also aid in collaboration and boost productivity between meetings by assigning tasks that are then tracked and monitored.