Making Online Board Meetings Productive and Effective | Grupo EKonomiKa

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The quality of your board meetings is contingent on the amount of work participants do before each one. If participants take the time to prepare for online meetings, they will make the meetings more productive and effective. A well-prepared group is more likely to stick to the agenda and not get distracted.

It’s crucial to communicate clearly to board members from remote locations how they can participate in meetings. It is best, for instance to remind members that they should mute themselves when speaking and only speak when they are asked to. This stops people from speaking over one another or leaving a gathering without feeling heard. It is also essential that the convener ask participants if they require assistance with a technological issue prior to starting.

It’s also helpful to include the rules for meetings that are virtual in board member orientation materials to ensure that everyone has clear understanding of what’s required of them prior to, during, and following the meeting. It’s important, for example to provide the agenda prior to the meeting and follow up on the day before or in the morning prior to the meeting to confirm the details. You can also give the Zoom or meeting link to the participants and remind them about any other preferences that you may have (such as soliciting them to tune in to the meeting from a quiet space to avoid distractions). It is recommended that you include a placeholder for an executive session to each item on the agenda and include it at the beginning of the meeting to avoid confusion.