How to Conduct a Successful Remote Board Meeting

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When conducting remote board meetings, it is essential to establish an effective structure to keep the discussion focused and on target. This is much easier if the meeting participants have an agenda in place that will guide them throughout the meeting. It is also beneficial to send the agenda and any other documents to attendees ahead of time via a secure online board portal, so that they can take notes, add items and review them before the meeting starts.

Reducing distractions is another method to ensure an effective remote board meeting. The ideal scenario is for participants to take the call in a quiet office or home location that doesn’t have many distracting sounds. This will reduce the chance that they’ll tune out and miss important issues that are being discussed during the call.

Also, it’s a good idea to ask participants to turn off their microphones if they’re not speaking, to lessen distractions from background noise during the meeting. The person who is designated to take minutes must make sure to keep a record of every motion verbatim and also the person who made the move and who voted for the motion. This is crucial for keeping the record in a clear manner that can be used as a source of reference or for legal purposes in the future.

It’s also crucial to stick to the time limits that you set for each item on the agenda to prevent the meeting becoming a drag. You can further encourage efficient meeting proceedings by encouraging participants to use parking spaces for impromptu topics so that they don’t derail the main discussion.