The quality of your board meeting depends on the amount of work members do prior to every meeting. Online meetings are more productive and efficient if participants are prepared. A well-prepared group is more likely to adhere to the agenda and make sure that they don’t get distracted by a tangent.
It’s important to set clear expectations for remote board members regarding how they’re expected to participate in meetings. For instance, it’s a good idea to remind members to silence themselves and only speak when asked to speak. This will stop people from arguing with one another or leaving the conference without feeling heard. It is also essential that the convener ask participants if they need assistance with a technical issue prior to beginning.
It’s also helpful to include the rules for meetings that are virtual in the board member’s orientation materials to ensure that everyone has complete understanding of what’s expected of them prior to, during, and after the meeting. It’s essential, for example to distribute the agenda in advance and to follow up the day before or in the morning prior to the meeting to confirm the agenda details. It is also possible to give the Zoom or meeting link to participants once more and remind them about any other preferences that you may have (such as the need to ensure that they are able to connect to the meeting from a quiet place to minimize distractions). It is suggested that you include a placeholder to an executive session to each item on the agenda and include it at the beginning of the meeting to avoid confusion.