In remote board meeting the participants are less compelled to attend than in person. It’s easy to succumb to the temptation to check your email, eat snack, or answer the telephone. You can get over most of these challenges by organizing your meetings efficiently. The best practices listed below can assist you in keeping virtual meetings on time, safe and productive.
Use a reliable and secure online portal with board management software which includes an agenda creator and video integration. It also comes with other useful tools like document centers and task managers. These tools allow you to conduct your meetings without leaving the portal and will ensure that everyone has access regardless of their location and time zone, or device. It is also a good idea to assign a moderator to your meeting, as they will oversee the operation of all these systems and ensure that the technology is functioning correctly.
Be sure to send out reminders for meetings at least 24 hours prior to the meeting. This will reduce the amount of no-shows. Also, ensure that participants are supplied with all the information needed to participate. Also, make use of an agenda template that outlines specific details for the call so that participants don’t get lost in the conversation.
If a member cannot attend a board meeting remotely they must provide the board with a letter outlining the reason for their absence and describing any reasonable accommodations requested. The board will then decide whether the reason is valid. This process can be complicated however, the board must strive to be as fair and consistent as possible.