How to Implement an Online Board Room Meeting

Meetings in the boardroom online help to reduce the need for physical meetings as well as save on travel costs. Furthermore, it provides flexibility for members who can take part from anywhere. Like any new technology, there are issues when using this tool. Board members should become familiar with the software and have a clear understanding of how it functions before they can use it correctly. They also need to establish protocols for communication and clearly define expectations.

The most significant challenge is making sure everyone who is online is participating in discussions. In a live meeting it is not difficult for participants to get distracted and lose focus. Therefore, it is vital to keep them engaged by making sure they hear the speaker. It is also beneficial to have a clearly defined agenda that allows for efficient discussion and helps prevent the meeting from becoming too long. Ideally, the agenda should include 20% fewer items in order to give enough time for discussion. It is also a good idea to schedule the meeting away from meals to avoid eating in front of the camera. In addition, the chair should request that board members turn off their microphones when they aren’t speaking so that background noise is not distracting.

A key challenge is to ensure that the virtual conference portal and the board portal are in sync. A quality solution will let you manage the video call as well as documents from a single location. In addition, the system will make it easy for the board to download agendas in PDF format, and view it even when offline.

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