The quality of your board’s meeting is dependent on the amount of work that members perform prior to each meeting. If participants make the effort to prepare their agendas, they will make online meetings more efficient and productive. A well-prepared group is more smarter business problem-solving on the protectednetwork.org website likely to stick to the agenda and not get sidetracked.

It is important to establish clear expectations for remote board members on how they’re expected to participate in meetings. For example, it’s best to remind participants to mute themselves and only speak when they’re requested to speak. This will prevent people from arguing with one another or leaving the room without feeling heard. Before a meeting starts the convenor should inquire of participants to identify any technological issues they require assistance with.

Include the rules for virtual meetings in the board member orientation materials to ensure everyone knows what to expect prior to, during and after the meeting. It’s crucial, for instance to provide the agenda in advance and then follow up the day or morning before to confirm the details. You can also give the Zoom or meeting link to attendees again and remind them about any other preferences you may have (such as soliciting them to tune in to the meeting from a quiet place to limit distractions). It is recommended that you include a placeholder for an executive session to every item on the agenda, and include it at the beginning of the meeting to avoid confusion.