It’s crucial that board members sign in early and test the software and audio prior to the meeting starts. The presence of a support staff to answer any technical questions prior to and during the meeting is also helpful. This is especially helpful when your board has members who are new to remote working and are not familiar with the tools and software used during a virtual meeting.

Once the meeting begins it’s crucial to establish some “housekeeping” rules that are specific to virtual meetings. For instance, ask participants to speak one at a given time and to turn off their phones when they are not speaking to avoid background noises. Also, you might want to consider scheduling the event outside of typical meals to avoid participants from eating on camera or having to interrupt the call to finish their food.

During the meeting, board members should be encouraged to express their thoughts and opinions to promote interaction and collaboration. To encourage this, try creating an ice-breaker during the meeting that can help them meet better. You can find plenty of great resources for these online by searching for “virtual meeting ice breakers.”

Finally, be sure to provide clear and concise minutes that detail all relevant information about your meeting. This will ensure that everyone has the same understanding of what was discussed, decided upon or decided at the time of the meeting and is able to make decisions accordingly. To speed up this process you can use an online board portal with easy-to-use recording and management tools for meetings.

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