Online board meetings are an excellent option for non-profit boards that are not able or unwilling to meet in person due to geographic constraints, travel expenses or a busy schedule. They can be difficult to run in a productive manner and ensure that everyone feels included and engaged. Fortunately, following some basic best practices can make these virtual meetings more effective and efficient.
It is important to clearly communicate meeting materials to board members prior to the meeting to allow them to read and answer questions prior to the conference call. This will allow the meeting to move more quickly, be more focused and generate better insights. Additionally using a presentation software like Mentimeter can allow you to gain valuable insights from your attendees in the form of dynamic visuals. This information will then be included in the minutes of the meeting. This will provide a permanent record that could be referred to years later.
Encourage attendees to use their cameras so that they can be able to see each other. This will keep everyone entertained. Establish rules for the meeting to ensure everyone is treated equally. For instance the chair might request an elevated hand to indicate the time someone is speaking. They can also ask participants to use their mute when not speaking. It is also recommended to limit meetings to 90 minutes and avoid scheduling them around meal times so as to make sure that participants are not eating food in front of cameras.
Create specific discussion topics with time allotments for each item. This will give directors a sense of urgency to address items on the agenda and increase productivity. The focus on a specific topic will also reduce distractions during meetings such as chatting with other directors and checking emails.
