Online board meetings are an excellent solution for nonprofit boards that are unable to meet in person due geographic constraints, travel expenses or busy schedules. However, they can be difficult to conduct in a manner that is efficient and ensures everyone feels engaged and included. Implementing some of the best practices can make these virtual meetings more efficient and effective.
Before the conference call, make sure that you communicate clearly all materials for the meeting to board members so that they can take them in and submit their questions. This lets the meeting move more quickly, be more focused and provide better insights. Furthermore using a presentation software like Mentimeter can allow you to gain important insights from your attendees through dynamic visuals. The information will be included in the meeting’s minutes, providing a permanent document that can be referred to many years later.
Encourage participants to use their camera features so they can be able to see each other. This keeps everyone interested. Set the ground rules to ensure everyone is treated equally. For instance the chair could ask for a raised hand to indicate the time someone is speaking. Or they can ask attendees to use their mute when they are not speaking. It’s also a good thing to limit meetings to 90 minutes and avoid scheduling them during meal times so that participants don’t eat on camera.
Establish specific discussion topics and set time limits for each item. This will provide directors with a sense of urgency in addressing issues on the agenda, as well as boost productivity. Additionally by focusing on specific subject areas will reduce distractions that could otherwise happen during meetings in person like chatting with other directors or checking email.
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