When planning an online board meeting organizers should be aware of the latest technological requirements. The best method to accomplish this is to test any new tools with the group before the scheduled time. Many board members use this method to prevent audio-visual issues that might occur during an event. It is also not uncommon for some members to be assigned a person to troubleshoot any issues.
Organizers need to make sure the meeting can be accessed by all participants regardless of the location or device. Distributing additional materials, like an editable agenda for the meeting and board management software, before the meeting begins can help achieve this. It is important to allow attendees from remote locations to join the meeting by allowing them chat or leave voice notes. It is crucial to adhere to the proper manners of a board meeting, and not interrupt other participants while they are speaking.
It is important to ensure that discussion stays on the right track and that the board remains focused on its objectives. Limiting the length of each discussion item will help achieve this. Another method is to determine the purpose of each discussion item – whether it is to reach a consensus or generate ideas, or to share an update. A good way to control a discussion is to create an agenda and indicate the expected length of each item.
It is essential to record the results of each discussion, and to include the names of all participants. The minutes must be reviewed and proofread prior to distribution.