If you’re using a board management software, make sure it offers secure document storage. It is important to ensure that everyone in your organization have secure access to the documents they work with, from financial reports to documents that govern the organization. It is also worth considering implementing a portal software that lets members collaborate and discuss documents before meetings, or even during the meeting.
It’s crucial to have clear communication prior to the meeting to remind board members of the meeting and any other documentation required. The agenda and any supporting materials a week before the meeting to ensure that everyone can go through them and be prepared for the meeting. Inquiring for feedback from your board before the meeting is also an excellent idea. This gives you the opportunity to address any issues that might arise.
Virtual boards are comprised of a diverse group of people with competing schedules and commitments. If you’re able, try to schedule your virtual meetings for times when most members will be available, avoiding early mornings or late night and common break times. If that’s not an option try using a computer-based scheduling tool to help find meeting time that works for as many people as you can.
It’s important to set guidelines for virtual meeting etiquette, such as muting your microphone when you’re not speaking and conducting meetings in a quiet area free of distractions (including messy desks!). It’s also helpful to have a designated minutes-taker for each virtual meeting who will keep the discussion focused and keep track of all motions and actions in full.