The quality of your board meeting depends on the amount of work that members do prior to every meeting. Meetings held online can be more productive and efficient when participants prepare. A group that is well-prepared is more likely to stick to the agenda and avoid getting sidetracked.
It’s essential to communicate clearly to board members who are located far away how they should be participating in meetings. It’s best, for example, to remind participants that they must mute themselves when speaking and only speak when called upon. This will prevent participants from arguing or leaving the room without feeling heard. Before starting a meeting, the convenor should ask participants to identify any tech issues they require assistance with.
It’s also beneficial to include the rules for virtual meetings in the board member’s orientation materials so that everyone has a complete understanding of what’s expected of them before, during, and following the meeting. It’s essential, for example to provide the agenda prior to the meeting and then follow up the day before or in the morning prior to the meeting to confirm the details. You could also offer the Zoom or meeting link to participants again and remind them about any other preferences you may have (such as asking them to listen to the meeting from a quiet area to reduce distractions). It is also recommended to include a placeholder for executive sessions to each agenda item, and to include this at the start of the meeting to avoid confusion about whether there is an executive session.