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The quality of your board’s meetings is contingent on the amount of work that participants do prior to each meeting. When participants take the time to prepare for online meetings, they will make the meetings more efficient and productive. A well-prepared team is more likely to adhere to the agenda, and ensure that they don’t get distracted by a tangent.
It is essential to clearly communicate to board members on the remote how they can participate in meetings. For instance, it’s a good idea to remind members to silence themselves and only speak when called upon. This will stop people from arguing or leaving the room without feeling heard. Before beginning a meeting the convenor should inquire of participants if they have any technology problems they need help with.
It’s also beneficial to include the rules for meetings that are virtual in the board member’s orientation materials to ensure that everyone has a thorough understanding of what’s required of them prior to and after the meeting. It’s important, for example to communicate the agenda in advance and to follow up each day or early in the morning to confirm the details. It is also possible to give the link to the meeting or Zoom to participants once more and remind them about any other preferences you might have (such as asking them to tune in to the meeting from a quiet space to limit distractions). It is also recommended to add a placeholder for an executive session to each agenda item, and to include it at the beginning of the meeting to avoid confusion as to whether there is an executive session or not.