Many organizations have adopted online board meetings, and for good reason. They are time-saving and cost-effective, while also allowing for a more diverse set of opinions regarding the decisions. However, there are some challenges associated with virtual meeting etiquette that can derail the momentum of discussions and hamper productivity.
Engaging participants from remote locations is the key to a successful meeting. Video can be used to introduce distant participants and encourage them to engage via their webcams. Encourage participation by asking participants to raise their hands when asked for comments or questions. Make them aware of the need to muffle themselves when they aren’t speaking to minimize background noises, like pets and children. Set a time limit for speaking to prevent one person from dominating in a discussion, and also to deter boredom. You can accomplish this by listing the timeframes in your agenda or by appointing someone to be the timekeeper.
The board members should be given an agenda along with a list of the action items that they are expected to discuss during the meeting. This will help to ensure that they show up to the meeting well-prepared and in a position to make the right decisions. Board members should be encouraged to focus the discussion and avoid discussions that may not advance agenda. It’s also best to record minutes of the meeting to preserve the conversation and be an excellent resource for reviewing the meeting later. Additionally, arranging and distributing follow-up tasks for participants following the meeting can aid in ensuring that all issues are dealt with in a timely manner and that no deadlines are missed.
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