How to Prepare for Virtual Board Meetings

Virtual board meetings are becoming more frequent in many organisations. However, they come with specific challenges. Virtual meetings require a different organisation level than traditional meetings, and the technology can be a learning curve. Following a few simple guidelines can help boards make the transition.

The first step is to make sure that all participants have the appropriate tools. This includes the appropriate equipment, which has been tested before, as well as a stable internet connection. Board members should prepare for the meeting by reviewing the documents and planning any discussions.

Another important aspect is to ensure that everyone has an understanding of the etiquette that is required in virtual meetings. This includes being respectful of other attendees, refraining from interrupting, and knowing that others can’t observe your facial expressions or bodylanguage. It is crucial to block microphones when you’re not speaking, and to avoid distracting or background noises. Board members should be urged to make their office spaces camera-ready by taking any personal items or distracting objects from view.

In addition, it is essential to keep the meeting in line with the timetable and to avoid overfilling the agenda with lengthy discussion topics which could distract from the main discussion. It is also important to allow breakout sessions if you think that the main discussion isn’t being attended to. It is crucial to responsibilities of a corporate secretary ensure that all relevant questions are discussed and the meeting is recorded.

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