It can be difficult to keep everyone engaged when working from a distance. Board members who are used to face-to-face meetings might find it difficult to get their colleagues involved and how to run effective remote board meetings participate in the meetings. There are some best practices to run efficient virtual meetings.
Make sure that the meeting technology is secure and user-friendly. A clear and energizing agenda can keep meetings productive. It is essential to include board members in the process of creating the agenda and to make it available in advance. This can be accomplished by using a portal for boards that allows attendees to add points, read information and take part in the meeting ahead of time.
When a discussion gets off the point, it's vital for the chair to get everyone back to the topic. It's also helpful for the chair to invite attendees who haven't spoken, so that discussions are rounded and not dominated only by a few key voices. Transition slides that are accompanied by the agenda for consent as well as action items and financial statements can be a useful method of facilitating discussion.
Breaks can be incorporated into meetings to increase engagement particularly if they are accompanied by activities that build trust like small group discussions and peer mentoring sessions. It is crucial to give feedback, whether it's anonymous surveys or discussions following meetings. These can be helpful to support board members in their transition to the virtual format. Minutes that detail the meeting's discussions and decisions are crucial to ensure the smooth operation of your remote board.