A remote board meeting presents particular challenges. It also gives you flexibility and a chance to increase the size of your board. The use of technology that allows board members to communicate effectively and clearly is the key to a successful remote meeting. Before the meeting starts, ensure all participants test their cameras, software, as well as microphones and are familiar with their equipment. This will allow your board to concentrate on the content of the meeting and cut down on time wasted due to technical issues.
Encourage your board members to add notes, updates, and action items to a shared agenda in advance of the meeting. Then, use a computer-based scheduling tool such as SavvyCal to find meeting times that are appropriate for all attendees. The result is fewer meetings that are more focused and generally less stressful than in-person ones.
The ability to see one another during virtual meetings enhances collaboration and fosters stronger relationships. Adding video to your meetings can make it easier to discern crucial non-verbal signals from your board members. For instance, a smile may convey enthusiasm and excitement, while eye rolls or a frown could signal boredom, disagreement, impatience, or concern. It is also helpful to play a brief introduction video prior to each remote meeting to set the tone and remind participants what is expected of them during the call. Additionally asking for feedback at end of each call will improve engagement and let board members know that their opinions are important.