Online board meetings provide a tremendous opportunity for board members that travel a lot to perform their duties. They are able to attend meetings without worrying about changing their schedules or dealing with time constraints such as travel costs and quarantine periods.
There are a few factors to take into consideration to maximize the effectiveness of an online board. Before the meeting begins, the meeting leader should ensure that all participants have the right equipment and software. It is important to check that the microphone, screen and other equipment are working correctly. It is recommended to also have an employee on hand to assist attendees. They can help with login issues, offer technical assistance during the conference, and also monitor the chat area to answer questions.
The board chair should also set the tone of an online meeting, by establishing the ground rules for the discussion. For example, they can invite participants to raise their virtual hands when speaking to avoid simultaneous conversations between multiple people. They can also encourage participants to turn off the microphone when they do not wish to be heard, or are not actively engaged in the discussion. They can also ask that speakers mention their name before speaking to avoid confusion about who is speaking.
It is also essential to have an agenda in writing to let participants know what will be discussed at the meeting and where it is going. It is an excellent idea to send it to participants in advance in order to help them prepare questions and answers.
