People tend to be less attentive to a board meeting that is remote than they are in person. It’s much easier to give in to the urge to check emails, eat an ice cream or snack, or pick up the phone. The good thing is that you can overcome these issues by executing your meetings efficiently. The following best practices can help you keep virtual meetings on time, secure and efficient.
Make use of a trusted online portal that has board management software that comes with an agenda builder along with video integration and other useful tools such as document centers and task managers. These tools allow you to conduct your meetings without leaving the portal and ensure that everyone has access to them regardless of location the time zone, device or location. It’s also a good idea to assign a moderator your meeting. They will be able to oversee each system and ensure the technology is best call tools operating properly.
Send out reminders for the meeting at least 24 hours before the date. This will decrease the number of no-shows and ensure that all participants have all the information they require to take part. Also, make use of an agenda template that outlines specific information about the call so that participants aren’t lost in the conversation.
If a board member is not able to attend a remote board meeting they must provide the board with a written statement outlining the reason for their absence and describing any reasonable accommodations they require. The board will then decide whether the excuse is valid. The process can be complex but the board should strive to be as fair and consistent as they can be.
