Board meetings in person provide more opportunities for conversation and non-verbal signals that aren’t possible to replicate in a virtual setting. However, with a bit of planning and effort, nonprofits can keep effective meeting dynamics when switching to virtual formats.
Virtual board meetings can be just as productive as in-person sessions by following best practices. To ensure that your meetings are engaging and productive be sure to consider the following guidelines:
Comprehensive Preparation
Virtual meetings require more comprehensive preparation than in-person sessions. Directors should receive a detailed agenda with clearly defined topics of discussion and the time limit for each. This will allow them to study any relevant information and formulate questions or ideas prior to the meeting.
Make sure you have meeting materials available early
It’s easy to lose your focus during a virtual meeting when you are able to easily check your email or social media. It is important to distribute all required meeting materials, documents and documents at a minimum of one week prior to the session. Doing so will help keep participants from wasting time in meetings and allow them to participate in discussions and be involved in the decision-making process.
Utilize a virtual board management software platform like OnBoard to grant your board members access to all needed materials and resources prior to the meeting. You can stay clear of the distractions associated with technical issues and connectivity issues, which could make meetings unproductive or even canceled. To avoid these issues ensure that your board management software provider test all the links and equipment for every participant read this article – The Impact of Virtual Data Room Features prior to the start of the meeting.