Virtual meetings are becoming more popular due to the fact that they help save time and money by reducing travel costs and also give board members more flexibility, or boost communication. The benefits are clear, but they don’t come with no pitfalls. Virtual meetings can be just as effective as in-person meetings if they are well-prepared. However, there are a few aspects to be considered when planning and hosting these events.
Make sure everyone has the appropriate equipment and software. It can be hard to keep everyone engaged when technical issues prevent people from communicating and watching presentations using their cameras. To avoid this, it’s a great idea to provide everyone with specific instructions on how to verify their cameras and microphones before the meeting starts.
Be sure that the agenda has been set prior to the meeting to keep discussions focused. Boards can be entangled in a conversational snafu if there isn’t a set agenda to guide the meeting. Make sure that all topics are addressed within the time limit so that your attendees don’t feel that nothing was accomplished or that their time has been wasted.
It is hard to recreate the camaraderie experienced during board meetings in person. There are ways to improve your experience online by adding fun and engaging activities like breaks or a game. Also, utilize regular feedback loops to collect information about how each participant and director is taking part in the meeting, what they feel is working and not working, and how they can improve next time.
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