The quality of your board meeting depends on the amount of work members perform prior to each meeting. When participants are prepared and prepare, they can make online meetings more productive and efficient. A well-prepared team is more likely to stick to the agenda, and make sure that they do not get distracted by any tangent.

It is important to establish clear expectations for board members who are remote regarding how they’re expected to attend meetings. It’s a good idea, for instance to remind attendees to turn off their phones when speaking and only speak when requested to do so. This will prevent participants from arguing or leaving the meeting without feeling heard. It’s also crucial for the convener to ask participants if they need help with a technological issue prior to getting started.

Include the rules for virtual meetings in the board member orientation materials to ensure everyone knows what to expect before, during and after the meeting. It’s essential, for example to provide the agenda in advance and then to follow up the day or morning before to confirm the agenda details. You could also offer the link to the meeting or Zoom to attendees again and remind them about any other preferences you might have (such as soliciting them to tune in to the meeting https://protectednetwork.org/what-to-look-for-in-a-board-portal-provider/ from a quiet area to minimize distractions). It is suggested that you include a placeholder for an executive session to each item on the agenda. Also, include this at the beginning of the meeting to avoid confusion.