Planning an Online Board Meeting
When planning an online meeting organizers should be aware of the technical requirements. This can be accomplished by testing any new tools in advance with members of the group. This is a routine practice for many board members, and it helps to avoid any audio-visual problems that might arise during the meeting. Some members may also have an individual designated to troubleshoot any problems.
Organisers must make sure that all participants have the ability to access the meeting, regardless of location or device. This can be accomplished by providing additional materials prior to the meeting begins including an editable agenda and board management software. During the meeting, it is essential to encourage participation by allowing for remote attendees to add their thoughts via chat or even voice comments. It is also essential to follow board meeting etiquette and not interrupt other members while they are speaking.
It is important that the discussion stays focused and the discussion remains focused on its objectives. Limiting the length of each item will help achieve this. You can also define the purpose of each discussion item which could be reaching a decision, creating ideas or sharing an update. Finally, a good method to manage the discussion is to prepare an agenda beforehand and indicating the desired length of each item.
In addition, it is important to record the outcome of every discussion and include the names of everyone who participated. Before distribution, the minutes should be proofread and re-read.
