To save time and costs on travel, give more flexibility for board members, or enhance communication virtual meetings are becoming more commonplace. The benefits are clear however they’re not without pitfalls. A well-prepared and executed virtual meeting can be just as effective as an in-person one however, it’s crucial to keep in mind the following points when organizing and hosting these kinds of events.
Make sure everyone is using the right equipment and software. It isn’t easy to keep everyone engaged when there are technical difficulties that prevent participants from hearing one another or watching presentations, or even using their cameras. It’s a good idea to provide everyone with clear instructions for checking their cameras, microphones and speakers prior to the meeting begins to eliminate these problems.
Make sure the agenda is set prior to the meeting to keep discussions focused. Boards can get bogged down in a flurry of conversation if you don’t have a calendar to guide the meeting. Ensure that all topics are covered within the time frame you have set to ensure that your attendees don’t feel that nothing was accomplished or that their time has been wasted.
The camaraderie, conversations and camaraderie that take place during in-person board meetings are hard to recreate online. There are ways to improve your online experience by adding engaging and fun activities like breakout sessions or a quiz. Make sure you are using feedback loops regularly to collect information about how members and directors are participating in the meeting. Find out what works and what doesn’t, and what could be improved.
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