An effective virtual board meeting is dependent on the use of technology that is functional, strong communication protocols and adherence to the rules of conduct for calls. Nothing disrupts the flow of a meeting like tech issues and it can be very difficult to maintain the energy of the room if participants cannot hear each other clearly or open attachments to read minutes that have been written down.

To ensure that the meeting doesn't end up getting bogged down with off-topic discussions, think about adding a brief https://seboardroom.com/how-to-structure-nonprofit-board-positions agenda item-specific time limit to each item on the agenda (BoardEffect). This will allow the chair to direct the meeting and ensure that all issues are addressed. To cut down on time and interruptions, topics that are not controversial can be considered part of an agenda agreed upon.

In a virtual space, it can be difficult for board members to interact with each other and some may not feel comfortable speaking up. However, the chair can invite participation by asking volunteers to guide each agenda item using a hand-raising technique during the discussion. It is also beneficial to provide background information about the agenda item prior to the meeting so that directors are able to focus their attention on the discussion during the conference call.

Board members can collaborate between meetings by using a secure web-based document management system that assists in maintaining productivity and accountability. It is crucial to utilize an effective document management system that allows for granular control so that each director has the ability to access, edit and even comment on documents. It is also essential to create a calendar reminder to remind board members of the coming meeting. This will increase their engagement and encourage them to prepare.