Best Practices for Remote Board Meetings
People tend to be less attentive when it comes to a board meeting that is remote than they are in person. It’s easier to succumb to the temptation to check emails, eat a snack or pick up the phone. You can get over many of these issues by organising your meetings efficiently. The following best practices can assist you in keeping virtual meetings on time, safe and productive.
Use a reliable online portal with board management software that has an agenda builder and video integration as well as other useful tools such as document centers and task managers. These tools will allow you to hold your meetings without leaving the portal and will ensure that everyone is able to access them regardless of location and time zone, or device. It’s also a good idea to designate a moderator for your meeting, since they will oversee all of these systems and ensure that the technology is working efficiently.
Make sure to send reminders for meetings at least 24 hours in advance of the meeting. This will help reduce the number of no-shows, and ensure that participants have all the necessary information to participate. In addition, use an agenda template that outlines specific call details so participants don’t get lost in the conversation.
If a member is unable to attend a remote board meeting they must provide the board with a written explanation detailing their reasons and any reasonable accommodations they require. The board will then decide whether the reason is legitimate. The board should be fair and uniform throughout the process, which can be complex.
