A remote board meeting occurs via video conference calls, where board members don’t physically meet. It was an increasingly popular method to conduct business during the coronavirus epidemic and is likely to continue to be used post-pandemic.
The use of the right tools is the key to a productive and efficient remote board meeting. All materials should be available to board members prior to the date of the meeting. This will reduce time and avoid confusion during the meeting. It is also helpful to record the meeting, particularly when there’s lots of discussion or if it’s an extremely long meeting.
Encourage board members to pay attention to their surroundings while they are logging into the meeting. Distractions such as dogs barking, noisy street noises or an occasional hum from a television in another room, could make it difficult to concentrate during a meeting. In the ideal situation, board members should be capable of signing in from a quiet place with a closed door.
It is important to note the presence of each board member at the beginning of the meeting. This not only ensures everyone is present, it also sets the tone for the meeting and lets everyone know that it’s a crucial issue. It’s also a good idea to stop after each agenda item and ask for feedback. This improves engagement and encourages participation even from remote members. The board is able to respond to the feedback following the meeting, if they want to.
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