How to Conduct Effective Virtual Board Meetings

If you’re using a Board Management software solution, ensure that it offers secure storage of documents. You want to make sure that the members of your company have access to secure documents they are handling including financial reports, to the governing documents. It is also worth considering implementing a portal software that allows members to easily share and comment on documentation prior to meetings, or during meetings.

It is important to inform the board members in advance of the meeting to remind board members of the meeting and any necessary documents. Include the agenda and any other material supporting it at least a week ahead of time so everyone has an opportunity to go over the agenda and come to the meeting prepared. Requesting feedback from your board prior to the meeting is an excellent idea. This gives you the opportunity to address any issues that might arise.

Virtual boards are comprised of a variety of individuals with different schedules and commitments. If you can, schedule virtual meetings during times when the majority of the board members are available. Avoid early mornings, late evenings, and common breaks. If this isn’t possible then you should consider using a virtual scheduling tool to help you choose a times that work for the most people possible.

It’s essential to establish some ground rules for virtual meetings that you adhere to. For example it’s a good idea to turn off your microphone when you’re not speaking and conduct meetings in a quiet place with no distractions. It’s also beneficial to be able to have a designated minute-taker for every virtual meeting, who will keep the discussion focused and record all motions and decisions in writing.