board portal tools for effective governance
The quality of your board’s meeting is dependent on the amount of work that participants do prior to each meeting. Meetings held online can be more productive and efficient when participants prepare. A well-prepared group is more likely to stick to the agenda and avoid getting distracted.
It is important to establish clear expectations for remote board members on how they’re required to take part in meetings. For example, it’s best to remind participants to mute themselves and only speak when they’re called upon. This will stop people from talking over one another or leaving the conference without feeling heard. Before a meeting starts the convenor must ask participants if they have issues with technology that they require assistance with.
Include the rules of virtual meetings in the orientation for board members materials to ensure everyone knows what to expect prior to, during and after the meeting. It’s crucial, for instance to distribute the agenda prior to the meeting and follow up on the day or morning before to confirm the agenda details. You can also give the Zoom or meeting link to participants once more and remind them of any other preferences that you may have (such as asking them to listen to the meeting in a quiet location to avoid distractions). It is also recommended to include an executive session placeholder to every agenda item and to include this at the start of the meeting to avoid confusion as to whether there will be an executive session or not.
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