Planning an Online Board Meeting

When planning an online meeting, organizers must be aware of the technical requirements. The best way to do this is to try out any new technology with the group prior to the time. Many board members utilize this method to get rid of audio-visual issues that may arise during a meeting. Certain members might also have a designated person who will solve any issues.

Organizers must make sure that all participants have the ability to access the meeting, regardless of their location or device. Distributing additional materials, such as an editable meeting agenda and board management software prior to the start of the meeting can help achieve this. It is important to allow attendees from remote locations to join the meeting by allowing them chat or leave voice notes. It is also important to observe the proper manners of a board meeting and refrain from interrupting other participants during their speaking time.

It is essential that the discussion is on topic and that the board is focused on its objectives. One way to ensure this is to limit the length of each discussion item. Another approach is to define the goal of each discussion item, whether it is to reach a consensus, generate ideas or share an update. Finally, a good way to control the discussion is to prepare an agenda beforehand and specifying the desired duration of each item.

Additionally, it is crucial to record the results of any discussion and include the names of everyone who participated. Before distribution, the minutes must be reviewed and proofread.