How to Prepare for Virtual Board Meetings

Virtual Board Meetings are now the norm in a variety of organizations However, they do come with their own set of challenges. Virtual meetings require a different organizational level than traditional meetings, and the technology may be an learning curve. Following a few simple guidelines can help boards make the transition.

The first step is to ensure that all participants are equipped with the proper tools. This includes the correct equipment, which should have been tested prior to the meeting, and a stable internet connection. Board members must prepare for the meeting by reviewing documents and writing any discussions.

Another key factor is to make sure everyone has an understanding of the proper manners to conduct themselves in virtual meetings. This includes being respectful of the other participants, avoiding interrupting, and knowing that others can’t see your facial expressions or bodylanguage. It is also important to disable microphones when not speaking and to avoid background noise or distractions. Board members should be encouraged to make their home offices camera-ready by removing any personal items or distracting objects from view.

Additionally it is important to keep the meeting on time and to avoid overloading the agenda with lengthy discussion topics that will derail the focus. It is also crucial to allow for breakout discussions if you feel that the primary discussion is not being attended to. It is essential to ensure that all pertinent issues are considered and the meeting is recorded.

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