Many companies have embraced online board meetings, and with good reason. They save time and money, while also offering a greater variety of opinions regarding the decisions. However, there are some problems with virtual meeting conduct that can impede the flow of discussions and hinder productivity.
Engaging participants from remote locations is key to a productive meeting. Video is a great way to introduce participants and encourage them to keep eye contact with their webcams whenever they can. Encourage participation by asking participants to raise their hands when asked comments or questions. Also remind them to silence their phones when they are not speaking to reduce background noises such as pets and children. Set the maximum time for speaking to avoid one person dominating the conversation and prevent boredom. This can be accomplished by putting the timeframes in your agenda or by appointing a team member to what virtual data room information do you need be the timekeeper.
Make sure that your board members are prepared for the meeting prior to the time by sending them a copy of the agenda and a list of the items they’re expected discuss during the meeting. This will ensure that they arrive at the meeting prepared to make informed decisions. Board members should be urged to concentrate on the discussion and stay clear of tangential discussions that might not be beneficial to the agenda. It’s recommended that the minutes to be recorded to preserve the conversation and give you a tool for reviewing the meeting later. Additionally, coordinating and sending follow-up tasks to participants following the meeting can help ensure that all questions are addressed promptly and that deadlines are not missed.