How to Prepare for a Board Meeting Online

Online board meetings are an excellent method of keeping in touch without placing yourself or your colleagues at risk. It also allows for greater flexibility when scheduling meetings as attendees don’t have to schedule a time or adjust their schedules around a trip across time zones. For board members working from overseas my blog it’s also possible to attend in spite of travel restrictions and quarantine.

Like any other meeting, the success of a board meeting online depends on preparation and communication. It is crucial, therefore, to establish a set of rules to ensure that everyone on the board is following the conversation and are engaged. For instance, you could ask remote attendees to turn off their phones on silent or vibrate modes, and reminding them to not stand near a window which could cause unwanted glare on the screen.

Another method to increase engagement is to use video in the meeting, instead of relying only on audio. This will allow participants to meet face-to-face, and better gauge their body language. This can be difficult to accomplish over the phone or via computers. It will also make it easier for the chairperson to recognize who is speaking and to give them the floor, particularly in the event of multiple participants.

It is also essential to have an efficient and secure system for storage of documents as boards handle many sensitive data. A dedicated system lets administrators to set the permissions and limit access. It allows you to centralize documents in one location. It can also boost productivity and aid in collaboration between meetings by assigning and managing tasks.