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How to Conduct Effective Virtual Board Meetings

If you’re using a management board software program, ensure that it offers secure storage for documents. You should ensure that all members https://seboardroom.com/how-to-set-up-text-to-donate-in-a-few-easy-steps of your organization have access to the information they handle, from financial reports to documents that govern the organization. Consider implementing a portal software which allows members to comment on and share documents prior to meetings, or even during meetings.

It is essential to clearly communicate in advance of a meeting to remind board members of the meeting and any necessary documents. Send the agenda and all supporting materials at least a week prior to the meeting so that everyone has time to review them and be prepared for the meeting. It’s also a good idea to inquire for any additional feedback from your board in advance of the meeting, which will give you an opportunity to address any concerns prior to when they come up at the meeting.

Virtual boards consist of a diverse group of individuals with different schedules and commitments. If you are able plan your virtual meetings for times when the majority of members will be present, avoiding early mornings or late nights and common break times. If that’s not possible then you should consider using a virtual scheduling tool to help you find a meeting time that works for the most people possible.

It’s important to set the ground rules for virtual meeting etiquette, such as muting one’s microphone when not speaking, and holding meetings in a peaceful space free of distractions (including messy desks!). It’s also beneficial to be able to have a designated minute-taker for each virtual meeting who can keep the discussion on point and keep track of all motions and actions in a written format.

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