Online board meetings have become a reality for many organisations, and with good reason. They can save time and money as well as allowing for greater diversity of opinions on decisions. But, there are certain difficulties associated with virtual meetings protocol that can hinder the momentum of meetings and hinder productivity.
To ensure a productive meeting, it is essential to keep participants from afar engaged. Use video to introduce remote participants and encourage them to keep eye contact with their webcams. Encourage participation by asking participants to raise their hands when asked for feedback or questions. Also remind them to silence themselves when not speaking to block background noises such as pets and kids. Set a time limit for speaking to ensure that no one person dominates a discussion and to discourage boredom. You can do this by putting the timeframes on your agenda or appointing someone to be the timekeeper.
The board members should be given the agenda and a list with the agenda items they are expected to discuss during the meeting. This will ensure that your board members are well-prepared and ready to make good decisions. Board members should be encouraged to concentrate on the discussion and stay clear of tangential discussions that may not advance agenda. In addition, it’s recommended to take minutes of the meeting to preserve the conversation and serve as a valuable resource for reviewing the meeting in the future. Additionally, arranging and distributing follow-up tasks for participants following the meeting can help ensure that all issues are resolved promptly and that deadlines are not missed.