When planning an online board meeting, organizers need to be aware of the latest technological requirements. The best way to do this is to test any new technology with the group ahead of time. This is a routine practice among many board members and helps to eliminate any audio-visual issues that may arise during the meeting. It is also not uncommon for some members to have a designated person to resolve any issues.
Organisers must make sure that all participants have the ability to access the meeting, regardless of their location or device. This can be achieved by disseminating useful source additional information prior to the meeting starts with an editable agenda and board management software. During the meeting, it is crucial to encourage participation by giving the chance for remote attendees to share their thoughts via chat or even voice comments. It is also important to adhere to the rules of board meeting conduct and not interrupt other members while they speak.
It is vital that the discussion stays on the topic and that the board remains focused on its objectives. One way to keep this in mind is to limit the length of each discussion item. Another method is to determine the goal of each discussion item – whether it’s to reach a conclusion or generate ideas, or to share an update. Another way to control the discussion is by preparing an agenda in advance and indicating the desired length of each item.
It is important to record the outcomes of each discussion, and to include the names of all participants. The minutes must be reviewed and proofread before distribution.