The quality of your board meetings is contingent on how much work members complete prior to each meeting. If they make the effort to prepare for online meetings, they will make the meetings more productive and efficient. A well-prepared group is more likely to adhere to the agenda and not get sidetracked.
It’s crucial to establish clear expectations for board members who are remote regarding how they’re expected to participate in meetings. For instance, it’s important to remind members to silence themselves and only speak when asked to speak. This will prevent people from talking over one another or leaving the meeting without feeling heard. It’s also important for the convener to ask participants for assistance in a tech issue prior to starting.
It’s also beneficial to include the rules for virtual meetings in board member orientation materials so that everyone has a good understanding of what is expected of them prior to the meeting, during, and after the meeting. For instance, it’s crucial to distribute the agenda ahead of time and to follow up with participants one 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 that attendees listen to the meeting from an area that is quiet to avoid distractions). It is recommended that you include a placeholder to an executive session to each item on your agenda and include this at the beginning of the meeting in order to avoid confusion.
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