As more and more companies transition from board meetings held in physical locations to virtual ones, maintaining the best meeting experience becoming more crucial. Many boards have developed innovative strategies to accomplish this.
One of the most efficient methods is to pair up new board members with experienced members who can assist them navigate through the virtual meeting environment. This allows incoming directors to ask questions, receive tips regarding boardroom “norms” and specific procedure for meetings, as well as gain an understanding of the company’s culture.
Videoconferencing software that has multiple quality levels and devices that support a variety of devices is another way to encourage inclusivity. This ensures that everyone on the board has access to the same high-quality meeting experience. It also allows real-time collaboration that bridges geographical gaps and accelerates the process of making decisions.
It is essential to plan ahead, particularly for virtual meetings. It’s important to give detailed instructions on joining the meeting and testing equipment prior to. This will minimize disruptions. Also, practicing good manners for calling, such as turning off your microphone when you aren’t speaking or closing unnecessary tabs can decrease distractions.
A dedicated document management system is an excellent way to centralize and protect documents for the board. The best solution allows board members to download and upload documents prior to meetings and then add comments. This can save time during the actual meeting and also stop confidential information from getting lost in translation. Finally, using task management tools to assign tasks during meetings and between meetings can boost accountability and encourage follow-through.