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People tend to be less attentive to a remote board meeting than they are in person. It’s easy for them to give in to the temptation to check your email, eat a snack, or answer the telephone. The good fact is that you can beat these obstacles by managing your meetings with efficiency. The best practices listed below can help you keep virtual meetings on time, safe and productive.
Use a reliable and secure online portal with a board-management program that includes an agenda-building tool and video integration. It also has other useful tools, such as document centers and task managers. These tools let you organize meetings without having to leave the portal and ensure that everyone can access them regardless of location, time zone, or device. It is also a good idea to designate a moderator for your meeting, as they can oversee all of these systems and ensure that the technology functions properly.
Make sure you send out reminders of meetings at least 24 hours before the meeting. This will reduce the amount of no-shows, and also ensure that attendees are equipped with all the necessary information to take part. In addition, use an agenda template that provides specific call details so participants aren’t lost in the conversation.
If a member of the board is incapable of attending an online meeting, he or she must provide a written explanation to the board, stating the reason for the absence and detailing any reasonable accommodations required. The board will then decide whether the excuse is legitimate. The board must be fair and uniform throughout the process, which isn’t always easy.