A virtual board meeting that is effective relies on the use of technology, good communication protocols and adhering to the rules of call. There is nothing that can disrupt the flow the meeting more than tech issues, and it can be very difficult to keep the energy of the room when attendees aren’t able to hear each other clearly or open attachments to read the minutes that have been written down.

It is suggested to set the time informative post limit for each agenda item (BoardEffect) to prevent the meeting from becoming filled with off-agenda discussions. This will allow the chair to direct the meeting and ensure that all issues are addressed. To reduce time and interruptions, topics that aren’t controversial can be considered part of an agenda agreed upon.

It can be difficult for board members to engage with each other in a virtual world and some might not be comfortable speaking up. The board chair can encourage discussions by inviting people to direction on each agenda item, or by using an approach of hand-raising during the discussion. It is also beneficial to provide background information on each agenda item prior to the meeting, so that directors can focus their attention during the call.

Board members can collaborate between meetings by using a secure online document management system that aids in maintaining the efficiency and accountability of the board. It is vital to use a system that has specific controls to ensure that each director has the ability to review, edit and comment on documents and keep track of any modifications made by other directors. In addition, it is crucial to set up a reminder calendar for the next meeting to boost the involvement of board members and to motivate them to prepare in advance for the meeting.

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