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A virtual board meeting that works relies on technology as well as good communication protocols, and adhering strictly to call etiquette. Technology issues can interrupt the flow of any meeting. It’s hard to maintain a positive atmosphere when participants aren’t able to communicate clearly or open attachments in order to read the minutes.
Consider adding the time limit for each agenda item (BoardEffect) to avoid the meeting from becoming consumed by off-agenda discussion. This will allow the chair keep the meeting in check and ensure that all issues are addressed. To reduce time and interruptions, non-controversial topics are able to be voted on as part of an agenda that is agreed upon.
It may be more difficult for board members to interact with each other in a virtual world, and some may not feel comfortable speaking up. However, the chair can invite participation by asking volunteers to take charge of each agenda item or using a hand-raising technique during the discussion. It is also beneficial to provide background information about each agenda item prior to the meeting, so that directors can concentrate their attention during the call.
Board members can work together between meetings by using a secure online document management system that assists in maintaining productivity and accountability. It is essential to use the system that provides the most precise controls so that each director can view, edit and comment on documents and keep track of any changes made by other directors. Lastly, it is important to set up an appointment reminder on the calendar for the next meeting in order to increase the participation of board members and encourage them to prepare ahead.
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