If it’s to cut down on time and costs on travel, give more flexibility to board members, or enhance communication virtual meetings are becoming more popular. The benefits are obvious but they’re not without risks. A well-prepared and executed virtual meeting can be just as efficient as a face-to-face one but it’s essential to remember some key elements when organizing and hosting these types of events.
Make sure everyone has the correct equipment and software. It isn’t easy to keep everyone engaged when there are technical difficulties that prevent participants from speaking to one another and watching presentations or using their cameras. It’s a good idea inform all attendees of the instructions for checking their cameras, microphones and speakers before the meeting starts to avoid these issues.
Create an agenda prior to the meeting to keep the discussion focused. If you don’t have an agenda, the meeting could be slowed down by side-bars. Also, make sure that all meeting topics are covered within the timeframe that you set to avoid leaving your attendees feeling that they didn’t get anything done or that their time was squandered.
The camaraderie and conversation that take place during in-person board meetings are difficult to replicate online. There are ways to enhance your experience online by adding engaging and fun activities like breaks or a game. Also, make use of regular feedback loops to gather information on how each participant and director is participating in the meeting, how they feel it works and doesn’t and what they would like to improve next time.
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