Best Practices for Remote Board Meetings

People tend to be less attentive when it comes to a remote board meeting than they would be in person. It’s easier to give in to the temptation to check emails, eat an ice cream or snack, or pick up the phone. The good news is that you’ll be able to overcome these issues if you run your meetings efficiently. The following best practices will ensure that your meetings are on time, secure and productive.

Use a reliable and secure online portal with a board-management program that includes an agenda maker and video integration. It also has other useful tools such as document centers and task managers. These tools will allow you to conduct your meetings without leaving the portal and ensure that everyone is able to access them regardless of location and time zone, or device. It is recommended to assign a moderator to your meeting, since they can oversee all of these systems and ensure that the technology is functioning efficiently.

Send out reminders for the meeting at least 24 hours in advance. This will cut down on the number of no-shows. Also, ensure that participants are provided with all the information required to take part. Also, make use of an agenda template that provides specific details of the call to ensure that participants aren’t lost in the conversation.

If a member of the board is unable to attend an online meeting, the board member must write a letter to the board, stating their reasons and providing any reasonable accommodations requested. The board will then decide whether the excuse is valid. The board must be fair and consistent throughout the process which is sometimes complicated.

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