The quality of your board’s meeting is dependent on the amount of work members perform prior to every meeting. Online meetings are more productive and efficient when participants prepare. A well-prepared group is more likely to adhere to the agenda, and make sure they don’t get distracted by divergent thoughts.
It’s crucial to establish clear expectations for board members who are remote on how they are expected to attend meetings. It is best, for instance to remind members to mute themselves when speaking, and only speak when requested to do so. This will prevent people from talking over one another or leaving the meeting without feeling heard. It’s also important for the convenor to ask participants if they need assistance with a technological issue prior to getting started.
It’s also beneficial to include the rules for meetings that are virtual in the materials for board members’ orientation to ensure that everyone has good understanding of what is expected of them before and after the meeting. For instance, it’s crucial to send the board agenda ahead of time, and to follow up with the participants a day or morning before the meeting to confirm the details, provide them with the Zoom or meeting link to confirm and remind attendees of any other meeting preferences (such as requesting attendees to listen https://protectednetwork.org/what-to-look-for-in-a-board-portal-provider/ to the meeting from a quiet location to limit distractions). It is also recommended to add a placeholder for an executive session to each agenda item and to include it at the beginning of the meeting to avoid confusion about whether there is an executive session or not.
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