As members of a board you’re entrusted with the responsibility to make crucial decisions that will affect the future success of your company or organization. The decisions you make are often made in a group meeting with your fellow board members, and it’s important that everyone in the room is engaged and focused. When your board meeting is held at a distance, it’s hard to keep everyone’s attention. This article will show you how to organize a remote meeting that will maximize the efficiency and effectiveness of your board.
Make sure that all participants are able to access the documents, information, and other data required to be productive. Consider sharing documents prior to the meeting to allow participants to review them in advance of the meeting. This will reduce the need for attendees to ask questions that could be answered simply by going through the document they have access to.
Use transition slides at the start of your meeting to highlight important information. This can include the agenda for consent along with action items and financial statements. This will help organize your meeting and anonymous keep the conversation going.
Encourage people to speak when necessary to encourage participation. This can be done by calling the roll and notifying everyone of their presence. It’s also a good idea to avoid scheduling meetings around meal times, so that people don’t eat on camera or distracting other people in the room.
Before the meeting begins make sure you’ve checked your tech to avoid any interruptions or technical errors that could waste valuable time. It’s not uncommon for people to forget this step, so send an alert to everyone to walk them through the process of checking their software, microphones and cameras prior to the meeting starts.
