The quality of your board meeting is contingent on the amount of work members complete prior to each meeting. If participants make the effort to prepare for online meetings, they will make the meetings more efficient and productive. A group that is well-prepared is more likely to adhere to the agenda and not get sidetracked.

It’s crucial to establish clear expectations for remote board members on how they’re expected to attend meetings. It’s ideal, for example, to remind participants to mute themselves when speaking, and only speak when requested to do so. This will stop people from talking over each other or leaving a meeting not feeling heard. It is also essential for the convenor to inquire participants for assistance with a technology problem before beginning.

Include the rules of virtual meetings in the board member orientation material so that everyone knows what to expect before, during and after the meeting. It’s essential, for example, to send out the agenda prior to the meeting and follow up on the what virtual data room information do you need day or morning before to confirm the details. You could also offer the link to the meeting or Zoom to participants once more and remind them about any other preferences you have (such as asking them to listen to the meeting from a quiet area to avoid distractions). It is also recommended to add an executive session placeholder to every agenda item and to include this at the start of the meeting to avoid confusion regarding whether there will be an executive session or not.