When conducting remote board meetings, it’s essential to establish an effective structure that keeps the discussion focused and on target. It’s easier to keep the discussion on track when all participants have an organized agenda. It’s also helpful to send the agenda and any other documents to attendees prior to the meeting via a secure online board portal where they can note down notes, add items and review them before the meeting begins.
Limiting distractions is another way to ensure an efficient remote board meeting. Ideally, participants should join the call in an office or home setting that doesn’t have a lot of distracting noises. This helps reduce the possibility that they will tune out and miss important details that are being discussed during the call.
It’s also a good idea to request participants to turn off their microphones if they’re not speaking, to lessen background noise that could distract the meeting. The person in charge of recording minutes must document all motions in writing and record who made the motion as well as who seconded the motion. This is crucial to keep a complete record of the meeting, which can be used for reference or legal purposes years later.
It’s also important to stick to the time limitations you set for each item on your agenda to avoid the meeting dragging unnecessarily. It is also possible to promote efficient meeting procedures by urging participants to use the parking lot for impromptu topics so that they don’t derail the main discussion.
