The quality of your board meetings depends on how much work members do before each one. If https://protectednetwork.org/what-to-look-for-in-a-board-portal-provider/ participants take the time to prepare and prepare, they can make online meetings more productive and efficient. A well-prepared group is more likely to stick to the agenda and avoid getting distracted.
It’s essential to establish clear expectations for board members who are remote on how they’re required to take part in meetings. It’s a good idea, for instance to remind the participants that they must mute themselves when speaking, and only speak when called upon. This prevents people from talking over one another or leaving a meeting not feeling heard. It’s also crucial for the convenor to inquire participants if they need assistance with a technological issue prior to starting.
It’s also helpful to include the rules for virtual meetings in the materials for board members’ orientation to ensure that everyone has good understanding of what is required of them prior to, during, and after the meeting. It’s crucial, for instance to distribute the agenda in advance and then follow up the day or morning before to confirm the agenda details. You can also give the Zoom or meeting link to participants once more and remind them of any other preferences you might have (such as asking them to tune in to the meeting in a quiet location to minimize distractions). It is also recommended to include a placeholder for executive sessions to each agenda item and to include this at the start of the meeting to avoid confusion as to whether there is an executive session.