Planning an Online Board Meeting

When planning a meeting for an online board organizers should be hyper-aware of the technological requirements. The best way to do this is to try out any new technology with a group of people ahead of time. Many board members use this method to get rid of audio-visual problems that could occur during meetings. It is also not uncommon for certain members to have a designated person assigned to troubleshoot any issues.

Organizers must ensure the meeting is accessible by all participants regardless of the location or device. Distributing additional materials, such as an editable agenda for the meeting and a board management software before the meeting starts can help achieve this. It is essential to encourage participants from outside the room to participate in the meeting by allowing them to chat or even leave voice comments. It is essential to adhere to the manner of conducting meetings, and not interrupt other participants when they speak.

It is vital that the discussion is focused and the board is focused on its goals. Limiting the length of each item can help in achieving this. Another way is by identifying the purpose of each discussion item, whether it is to reach a decision, generate ideas or share an update. A good way to control the discussion is by creating an agenda beforehand and indicating the desired length of each item.

It is vital to note the outcomes of each discussion, and to include the names of all participants. Prior to distribution, the minutes should be proofread and re-read.

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