Many directors are members of many boards, travel for work, or manage their own businesses.
In certain cases, joining a meeting from a distance is the ideal option. So, how can you make the most of your remote board meeting experience in order to receive the best results?
First, double-check your local legislation on board meetings held remotely
Most states in the United States allow the practice as long as all members of the board can hear and reply in real time to anything that is said.
Take use of board management software
It would be practically difficult to have an efficient remote conference without board software. The program not only allows distant members to keep up with any last-minute changes to the agenda or reports, but it also allows them to vote in real time alongside their colleagues.
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Invest in high-quality audio and screen-sharing technologies
Your remote participant will be unable to contribute to the best of their abilities if they are unable to follow along with the conversation taking place during the meeting. Screen sharing can also be beneficial, although it may not be necessary if you utilize board management software.
During the meeting, actively engage with remote members
Fortunately, your distant members will be able to hear well enough to join in on the chat at appropriate moments. Because they will surely miss some nonverbal information during the meeting, it’s a good idea to pause now and then to make sure they don’t have any questions or remarks, and that they are up to speed on the topic at hand.
Consider it as if you were attempting to give each director the same amount of speaking time as if they were all present.
Remote meetings don’t have to be a pain or a waste of time while you’re in the room. It only needs careful preparation, excellent support equipment, and a commitment to involving each and every member.
Remote meetings pose a number of technical, sociological, legal, and security issues. They do, however, provide convenience, an opportunity to grow the membership of your board, and a catalyst for evaluating the efficacy of your meetings.
Successful virtual meetings require access to technology and digital literacy. Provide any necessary skill training for board members to engage confidently in video or conference calls.
With remote meetings, security is especially important, so evaluate your company’s security standards and make sure you’re aware of any hazards associated with the equipment you’re using.
During a crisis, your board of directors must map a course toward the new normal. They must assist the organization in overcoming today’s obstacles — the COVID-19 epidemic — and continue to move the organization ahead.
That implies you must continue to have board meetings, although electronically. In fact, you may need to meet more frequently as the organization deals with enormous disruptions and problems.
Virtual meetings for non-profit or corporate boards involve particular technological, legal, and security challenges that must be addressed in order to keep the board working successfully in the face of social distancing mandates.
Check the governing papers of your constitution to ensure that there are no prohibitions on having remote meetings or approving a resolution remotely.