board meeting preparation checklist
Online board meetings are a convenient way to conduct meetings, without the requirement for a physical presence. It allows for greater participation and reduces the necessity to travel which is costly and time-consuming. However, virtual meetings are not free of challenges. To ensure that the meetings are as efficient and productive as they can be it is important to follow certain etiquette rules.
1. Enhance engagement by making use of an online icebreaker prior to and after the meeting. This will allow board members to meet one another. You can also ask people to introduce themselves by using the chat box. It’s a great method for everyone to feel comfortable with the technology and start the meeting.
2. Offer training to less tech-savvy board members. This will help reduce the barriers to adopting new technology. Moreover, the training will allow them to navigate the board portal and other tools with ease. 3. Before the call starts make sure all participants have a high quality audio/video setup and a stable internet connection. This will increase the quality of the call. 4. Ensure that all participants are using the mute button even when they are not speaking. This will reduce interruptions from other board members and reduce external distractions.
5. Record and draft minutes. It is vital to ensure that the minutes are a useful resource for attendees and include all pertinent information. Minute-takers also need to strike the right balance between thoroughness, conciseness and accuracy. They should also refrain from having informal conversations or personal opinions in meeting minutes.