The quality of your board meetings is contingent on the amount of work participants complete prior to each meeting. If the participants are prepared for online meetings, they will make the meetings more productive and effective. A group that is well-prepared is more likely to adhere to the agenda and not get sidetracked.
It's important to communicate clearly to board members from remote locations what they are expected to do in meetings. For example, it's best to remind participants to mute themselves and only speak when requested to speak. This will stop people from talking over one another or leaving the room without feeling heard. It is also essential for the convenor to ask participants for assistance with a technology problem before starting.
Include the rules for virtual meetings in the board member orientation document to ensure that everyone understands what to expect prior to and after the meeting. For instance, it's essential to send the board agenda in advance and to follow up with attendees a day or in the morning prior to the meeting to confirm all the details, give them the Zoom or meeting link in a second time and remind attendees of any other preferences at the meeting (such as requesting that attendees listen to the meeting from an area that is quiet to avoid distractions). It is also recommended to add an executive session placeholder to each agenda item and include it at the beginning of the meeting to avoid confusion regarding whether there is an executive session or not.
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