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How to Conduct Effective Virtual Board Meetings

If you are using a board management software, make sure it offers secure document storage. Your organization is responsible for handling a large amount of documents, ranging from financial reports to governing documents, and you want to ensure that everyone has secure access. You should also consider installing a portal program that allows members to collaborate and discuss documents prior to meetings, or during meetings.

It is crucial to clearly communicate in advance of the meeting to remind board members about the meeting and any necessary documents. It is important to send the agenda and all supporting materials one week before the meeting to ensure that everyone can review them and be prepared for the meeting. Asking for feedback from your board prior the meeting is a great idea. This will give you the chance to address any concerns that might arise.

Virtual boards are made up of a variety of people who have competing schedules and commitments. If you can, try to schedule your virtual meetings for times when most members will be in attendance, avoiding early mornings, late nights, and common break times. If that’s not feasible, consider using a digital scheduling tool to help you choose a meeting time that works for as many people as possible.

It’s crucial to establish the rules for virtual meeting etiquette. For example it’s recommended to turn off your microphone when you’re not speaking and hold meetings in a quiet location free of distractions. It’s also beneficial to have a designated minutes-taker for every virtual meeting, who will keep the discussion focused and record all motions and decisions in a written format.

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