In remote board meetings people are less compelled to be attentive than in person. It’s much easier to give in to the urge to check email, grab snacks or answer the phone. You can overcome most of these obstacles by organising your meetings efficiently. The following best practices will help you keep your virtual meetings on time, secure and productive.
Use a reliable, online portal with board-management software that includes an agenda-building tool and video integration. It also comes with other useful tools, such as task managers and document centers. These tools let you conduct meetings without having leave the portal, and make sure that everyone is able to access them regardless of location, time zone or device. It’s recommended to assign a moderator to your meeting, as they will be able to oversee all of these systems and ensure that the technology is functioning effectively.
Be sure to send out reminders for meetings at least 24 hours in advance of the call. This will reduce the amount of no-shows, and ensure that attendees are equipped with all the necessary information to take part. Additionally, use an agenda template with specific call details so participants don’t get lost in the conversation.
If a member cannot attend a board meeting remotely the member must provide the board with a written statement detailing their reasons and any reasonable accommodations that they would like to request. The board must then determine whether the reason is valid. This can be a difficult process but the board should strive to be as fair and consistent as is possible.