Virtual board meetings are becoming more frequent in many companies. However, they face their own set of challenges. They require a different level of organization than in-person meetings, and the technology itself may be a learning curve. Following a few simple guidelines can assist boards in making the transition.
The first step is to make sure that all participants are equipped with the appropriate tools. This includes the right equipment, which has been tested prior to the meeting, as well as a stable internet connection. Board members should prepare for meetings by reviewing documents and preparing any discussions.
Another crucial aspect is to ensure that everyone is aware of the etiquette involved in virtual meetings. This includes being respectful of the other participants as well as not interrupting the conversation and being aware of the fact that people can’t read facial expressions or body language. It is important to muffle microphones when you are not speaking, and to avoid distracting or background noises. Board members should be urged to make their offices camera-ready by removing any personal items or objects from view.
It is also important to keep the meeting to time and not overburden the agenda with lengthy discussion topics that can distract the discussion. It is also essential to allow breakout discussions in the event that you believe that the main discussion is not being well attended to. It is important to ensure that all relevant issues are considered and the meeting is recorded.