Best Practices for Remote Board Meetings

When it comes down to remote board meetings, people tend to feel less pressured to pay attention more than in person. It’s easier to succumb to the urge to check emails, eat food or pick up the phone. The good fact is that you can beat these obstacles by executing your meetings efficiently. The best practices listed below can help you keep virtual meetings on time, safe and productive.

Use a reliable and secure online portal with a board-management program which includes an agenda creator and video integration. It also includes other useful tools like document centers and task managers. These tools will allow you to hold your meetings without having to leave the portal and make sure that everyone is able to access them regardless of location, time zone or device. It is also a good idea to designate a moderator for your meeting, since they can oversee all of these systems and make sure that the technology is working efficiently.

Make sure to send out reminders of meetings at least 24 hours prior to the call. This will reduce the amount of no-shows, and ensure that attendees are equipped with all the necessary information to take part. Use an agenda template to outline specific details of the meeting so that participants don’t lose their way in the conversation.

If a board member is unable to attend a remote board meeting they must provide the board with a formal statement outlining the reason for their absence and describing any reasonable accommodations requested. The board must then determine whether the reason is valid. The board should be fair and constant throughout the process, which isn’t always easy.