Online meetings may not be as efficient than meetings that are held in person, but they can offer more flexibility for members and are easier to monitor. They also require more board etiquette and present their own challenges. Here are some guidelines to adhere to:
If you can, begin the meeting by recording a video of all present to establish a connection in person with remote participants from the very beginning. This will also help avoid confusion when discussing any issues or questions. It’s a good idea also to include the agenda at the beginning of a meeting and encourage attendees to ask questions or make comments throughout the discussion.
Make sure that the audio and video equipment is prepared prior to the meeting’s start, and test all cameras to ensure they’re working correctly. Directors should dress professionally and have their cameras in place. They must close any tabs that could be distracting, and beware of the glares of windows or other distractions. It’s also a good idea for directors to turn off their microphone when they aren’t speaking and use the chat feature on the meeting to notify the moderator whenever they need to step out of the video.
It’s easy for a board to incorporate the views of all members in decisions provided it uses a software for managing its board that incorporates voting and polling capabilities. This will make everyone feel valued and included. It’s recommended that the chair or other officers make sure to remind everyone of any necessary post-meeting follow-up, such as taking a survey of the board or obtaining electronic signatures.
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