If you’re using informative post a board management software solution, make sure that it offers secure document storage. You want to make sure that everyone in your company have access to the information they handle from financial reports to documents that govern the organization. It is also worth considering using a portal application that lets members post and comment on documents prior to meetings, or during the meeting.
It is crucial to communicate clearly prior to the date of the meeting to remind board members about the meeting as well as any required documents. Make the agenda available along with any other material supporting it one week in advance, so everyone has the opportunity to read and arrive at the meeting prepared. Asking for feedback from your group prior to the meeting is a great idea. This will give you the chance to address any issues that might arise.
Virtual boards are comprised of a diverse group of people who have competing schedules and commitments. If possible, schedule virtual meetings at times that the majority of members are available. Avoid early mornings, late night, and breaks that are common. If that’s not an option, consider using a digital scheduling tool to help you choose a meeting time that works for as many people as you can.
It’s essential to establish guidelines for virtual meeting etiquette, such as muting one’s microphone when not speaking and conducting meetings in a quiet space free of distractions (including messy desks!). It’s also beneficial to have a designated minutes-taker for each virtual meeting who can keep the discussion focused and keep track of all motions and actions in full.