Online board meeting is a great way directors to be part of the making of decisions without having to travel. Like any other kind of meeting, there are certain issues that could make the online experience less productive than meetings in person. For example, internet connections can become choppy or devices can reboot at inconvenient times. If you follow the best practices to facilitate effective virtual meetings, you can ensure streamlined working flow and an effective engagement among board members.

The first step towards successful online meetings is to have an active agenda. A clear agenda with each topic clearly defined will increase effectiveness and keep the meeting on track throughout its duration. Send the agenda to the attendees at least a week prior to the meeting so that they can review it and give feedback. This will give attendees the opportunity to plan questions or do research before the meeting.

During the actual meeting it’s crucial for the chair to listen to everyone and avoid letting one person dominate discussion. Everyone in attendance must use a mic and speak clearly. The chair should also be aware of anyone who is having difficulties using the technology and encourage them speak up. The chair should avoid using slides to present information in meetings. Slides can be distracting, and often take up too much time to read.

The chair should ensure that the minutes are recorded and saved for future use. The minutes should contain as much detail as possible but shouldn’t include any personal opinions or informal discussion that aren’t relevant to business at hand.

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