Online board meetings are an excellent option for boards of non-profit organizations that are unable to meet in person due the geographical constraints, travel expenses or busy schedules. They can be challenging to run in a productive way and ensure that everyone is included and involved. Fortunately, implementing a few best practices will make these virtual meetings more effective and efficient.
Before the conference call, make sure to communicate clearly all materials for the meeting to board members so that they can review them and answer their questions. This will enable the meeting to be more focused, move quicker and provide better insights. Mentimeter is an effective presentation tool that allows you to gather crucial insights from the participants through interactive visuals. This information will then be included in the minutes of the meeting, creating a permanent record that could be used years afterward.
Encourage attendees to use their camera features to allow them to see one another. This keeps everyone interested. Set ground rules to ensure everyone is treated equally. For instance the chair might ask for a raised hand to indicate when someone is speaking. Also, they can request participants to use their mute when they are not speaking. It is also recommended to limit meetings to 90 minutes and to avoid scheduling meetings around meal times in order to stop people from eating in front of cameras.
Create specific discussion topics and time allocations for each item. This will provide directors with a sense of urgency in addressing issues on the agenda, as well as boost productivity. Concentrating on specific topics will also eliminate distractions during meetings, such chatting with other directors and checking emails.
