If you’re using a board-management software program, ensure that it offers secure storage for documents. You should ensure that everyone in your organization are able to access the documents they manage including financial reports, to governing documents. Consider implementing a software portal which allows members to comment on and share documents prior to meetings or even during meetings.
It is important to communicate clearly prior to the date of a meeting to remind board members of the meeting and any necessary documentation. It is important to send the agenda and all supporting materials at least a week prior to the meeting to ensure that everyone has time to review them and be prepared for the meeting. It’s also recommended to ask for any additional feedback from your board in advance of the meeting. This will allow you to address any concerns prior to when they occur at the meeting.
Virtual boards consist of a range of individuals who have different schedules and commitments. If you can, schedule virtual meetings during times when the majority of members are available. Avoid early mornings, late night, and regular breaks. If that’s not possible, consider using a digital scheduling tool to help you find a times that work for as many people as is possible.
It is important to establish guidelines for virtual meeting conduct, including muting one’s microphone when not speaking, and holding meetings in a calm space without distractions (including messy desks!). It’s helpful to have a person who takes minutes of every virtual meeting. The person who takes the minutes can keep the discussion on track and keep a record of the motions, decisions and votes verbatim.
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