Online board meetings are becoming more commonplace as organizations digital instruments for the board of governance move into a virtual office environment. This new way to conduct business requires a little more discipline than traditional meetings, but can be equally productive if managed effectively. It’s essential to set the right expectations for all participants from the beginning and make sure they adhere to the guidelines for the meeting.
During the meeting, ensure that discussions remain focussed on the most important agenda items. Keep the agenda short and break it down into 15-minute sections to avoid fatigue. This will allow you to move quickly through the agenda. Incorporating breaks directly into the agenda can help to stimulate conversations and encourage participation.
Brainstorming sessions can be a great way to encourage creativity during meetings and can often lead to very valuable ideas. It’s important to ensure that everyone on the team is comfortable speaking out during these types of discussions. It’s important to hear the team members who are quiet or shy.
At the end of the meeting, ensure that everyone is reminded of any important follow-up tasks like making a survey of the board or submitting additional data, information or documents requested during the meeting. These can be easily managed by a powerful board management software solution that allows for seamless distribution of documents to all participants.