A successful virtual board meeting is dependent on functional technology, strong communications protocols, and adherence to call etiquette. Nothing disrupts the flow of a meeting like tech issues, and it can be difficult to maintain the energy of the room when attendees aren’t able to hear each other clearly or open attachments to read the minutes that have been recorded.
To ensure that the meeting doesn’t end up getting bogged down by off-topic discussions, you might consider adding a brief agenda item with a specific time limit for each item on the agenda (BoardEffect). This will enable the chair to manage the meeting and ensure all subjects are covered. To cut down on time and interruptions, topics that are not controversial can be decided upon as part of an agreed agenda.
In a virtual space, it isn’t easy for board members to interact with one another and some might not feel comfortable speaking up. The board chair can encourage discussion by inviting people to charge on each agenda item, or by employing the hand-raising technique during the discussion. It is also beneficial to provide background info about each item on the agenda prior to the meeting so that directors can focus their attention on the meeting.
Board members can collaborate online between meetings using a secure document management system. This helps maintain the efficiency and accountability of the board. It is important to use an efficient document management system which allows for granular controls so that each director is able to access, edit and comment on documents. It is also crucial to create a reminder calendar to remind board members of the next meeting. This will increase their engagement and motivate them to plan.
https://seboardroom.com/helpful-tips-on-how-to-run-an-effective-virtual-board-meeting