Online board meetings are a great option for nonprofit boards who are unable or unwilling to meet in person due to geographic constraints, travel expenses or busy schedules. However they can be a challenge to conduct in a way that is productive and makes sure everyone feels connected and involved. It is good to know that following a few best practices can make these virtual meetings more effective and efficient.
Before the conference call, be sure to clearly communicate all meeting materials to board members so that they are able to review them and answer their questions. This lets the meeting move faster, be more focused, and produce better insights. Mentimeter is a powerful presentation tool that allows you to gather important information from your participants via dynamic images. The information will be included in the minutes of the meeting as a permanent document that can be referenced years later.
Encourage attendees to use the camera features of their devices so that they can communicate with each other, which will help to keep everyone involved. Set ground https://boardmgmt.net/availability-with-secure-document-sharing/ rules to ensure everyone is treated equally. For example the chair could ask for an raised hand to signal when someone is speaking. They can also ask people to use their mutes when not speaking. It’s also beneficial to limit meetings to 90 minutes and avoid scheduling them during meals times so that attendees aren’t eating in front of cameras.
Set up specific discussion topics and time allotments for each item, which will give directors a sense of urgency in addressing items that are on the agenda. This will also boost productivity. The focus on a specific topic will also eliminate distractions during meetings, like talking with other directors or checking emails.