When conducting a remote board meeting, it’s crucial to establish an effective structure that keeps the discussion focused and on target. It is easier to keep the discussion going when participants have an agenda that is clear. It is also helpful to email the agenda and any documents that go along with it to attendees through a secure board portal in advance so that they can make notes, add items and review them before the meeting begins.
Distractions should be minimized to ensure a successful remote board meeting. Participants should take the call in a quiet location, such as at office or home. This will lessen the chance that they’ll tune out and miss the most important issues being discussed in the call.
It’s also a good idea to ask the participants to muffle their microphones if they’re not speaking, in order to reduce distracting background noise. Lastly, the designate minute-taker should be sure to keep a record of every motion verbatim and also who made the move and who supported the motion. This is crucial to keep a complete record of the meeting, which can be used for future reference or for legal purposes later.
Also, it’s crucial to stick to the time limit you set for each agenda item to prevent the meeting from going on in a way that isn’t needed. You can encourage a productive meeting boardgreenroom.com by encouraging attendees to park ad hoc topics in a parking area to ensure they don’t distract from the main discussion.
