If you’re using a management board software, ensure that it offers secure document storage. You want to make sure that the members of your company have access to the information they handle, from financial reports to documents governing the organization. Consider implementing a portal software that allows members to easily comment and share documents before meetings, or even during meetings.
It is essential to clearly communicate in advance of the meeting to remind board members about the meeting as well as any required documents. The agenda and any supporting materials one week before the meeting so that everyone can go through them and be prepared for the meeting. Affording feedback from your board prior to the meeting is also an excellent idea. This gives you the opportunity to address any issues that might arise.
Virtual boards are made up of a diverse group of people who have competing schedules and commitments. If possible, plan virtual meetings at times when the majority of members are available. Avoid early mornings, late nights and regular breaks. If this isn’t an option make use of a digital tool to find the best time for everyone.
It’s essential to establish guidelines for virtual meeting etiquette, such as muting the microphone when one is not speaking, and holding meetings in a calm space free of distractions (including messy desks!). It’s helpful to have a person to take notes for each virtual meeting. This person will keep the discussion on track and record all motions, decisions and votes verbatim.