As more organizations shift from physical board meetings to virtual ones, it’s become increasingly important to maintain an effective meeting experience. Many boards have developed new strategies to accomplish this.
One of the most effective methods is to pair up new board members up with experts who can assist them navigate through the virtual meeting environment. This allows board members who data security are new to ask questions, gain tips on the procedure for meetings and boardroom “norms” and gain a better understanding of the culture of the company.
Videoconferencing software with various quality levels and devices that can support a variety of devices is another way to promote inclusivity. This ensures that everyone on the board has access to the same high-quality videoconferencing experience. It also facilitates real-time collaboration that bridges geographical gaps and speeds the process of making decisions.
It is vital to plan for technical issues, especially when you are hosting virtual meetings. Providing detailed instructions on how to join the meeting and testing equipment prior to the event can minimize disruptions. Additionally, good call etiquette — like muting the microphone when you’re not talking and closing tabs that aren’t needed — can further reduce distractions.
A dedicated document management system is a great method to centralize and secure documents for the board. The best solution will allow board members to upload and download their documents prior to the meeting and then make notes on them. This will cut down time during the actual meeting. It can also stop confidential information from being lost in translation. Finally, using task management features to assign specific tasks in between meetings can improve accountability and ensure that follow-up is maintained.