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How to Conduct Effective Virtual Board Meetings

If you are using a board management system, ensure that it provides secure document storage. Your company handles a lot of documents, ranging from financial reports to governing documents and you must ensure that every member has access to the information. You should also consider using a portal application which allows members to share and comment on documentation before meetings, or even during meetings.

It is crucial to communicate clearly in advance of a meeting to remind board members about the meeting and any necessary documents. Make the agenda available along with any other material supporting it at least a week prior to the meeting so that everyone has the opportunity to go over the agenda and come to the meeting prepared. Requesting feedback from your board prior to the meeting is also a great idea. This will give you the opportunity to address any concerns that might arise.

Virtual boards are comprised of a diverse group of people with competing schedules and commitments. If you can, schedule virtual meetings at times when the majority of members are present. Avoid early mornings, late nights, and frequent breaks. If this is not possible you can use a tool to find a time that works for everyone.

It’s important to set the rules for virtual meetings etiquette, such as muting the microphone when one is not speaking, and holding meetings in a calm space free of distractions (including messy desks!). It’s beneficial to have someone to take notes for each virtual meeting. This person will keep the discussion focused and keep a record of every motion, decision and votes verbatim.

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