Tips for the Organization of an Online Board Meeting
The planning of an online board meeting is crucial to successful meetings, a high level of board participation and the quality of the minutes of meetings. These suggestions will help you organize your next virtual meeting and ensure that it is efficient and efficient.
Make an agenda that reflects the goals of the meeting, like whether you want to inform, obtain information, or make an agreement. This will help facilitate the discussion and aid your chairperson in directing the speed of the discussion. Set a time limit for each speaker and topic to keep the discussion moving.
Schedule the meeting at the time that works for all attendees. This will allow them to participate more easily in the discussion and ensure that there is a quorum, which is necessary for voting and democracy, is present. Additionally, it is important to take into consideration the time zones of everyone in the room and provide them with the required tools to conduct a successful discussion.
Employ a staff member to serve as a timekeeper. The person in charge will oversee the length and duration of each discussion and ensure that the meeting times are observed. This will increase accountability for board members and maintain productivity. It’s also an excellent idea to request members and directors to wear professional attire during the meeting to avoid distracting clothing or lighting, which can be problematic on camera.
Encourage or require everyone to use video during the meeting to boost engagement and allow them to observe the body language of their colleagues. This will also help in establishing trust and promoting an environment of collaboration.