A virtual board meeting that is efficient relies on the use of technology as well as good communication protocols, and adhering to etiquette for calls. Issues with technology can disrupt the flow of any meeting. It’s hard to maintain energy when attendees aren’t able to communicate clearly, or open attachments in order to read the minutes.

Consider putting in a time limit for each agenda item (BoardEffect) to stop the meeting from getting filled with off-agenda discussions. This will let the chair be in control of the meeting, and ensure that all issues are covered. Additionally, noncontroversial items can be voted on as a part of a consensual agenda to make time for discussion during the meeting and to 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 up. The chair of the board can facilitate discussions by inviting volunteers to direction on each agenda item, or by using the hand-raising technique during the discussion. It is also helpful to provide background information about each item on the agenda prior to the meeting so that directors can focus their attention during the call.

Board members can collaborate online between meetings with an efficient document management system. This helps maintain productivity and accountability. It is essential to use a document management system that has granular control to ensure that every director can look over, edit, and add comments to documents. It is also essential to schedule a reminder on the calendar to remind board members of the coming meeting. This will improve their participation and help them prepare for the meeting.

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