If you’re using a board management software solution, make sure that it offers secure document storage. Your company handles a lot of documents ranging from governing documents to financial reports and you need to ensure that every member has access to the information. Consider implementing a portal software that lets members easily comment and share documents prior to meetings or even during meetings.
It is important to communicate clearly prior to the date of a meeting to remind board members about the meeting and any necessary documents. Make the agenda available along with any other relevant materials one week in advance, so everyone has an opportunity to go over the agenda and come to the meeting prepared. It’s also recommended to ask for any additional feedback from your board in advance of the meeting, which will give you an opportunity to address concerns before they arise at the meeting.
Virtual boards are comprised of a variety of members who have different schedules and obligations. If possible, schedule virtual meetings during times when the majority of members are available. Avoid early mornings, late night, and common breaks. If that’s not an option you can use a digital scheduling tool to help you choose a an appropriate time to meet for the most people possible.
It’s crucial to establish guidelines for virtual meeting conduct, including muting your microphone when you’re not speaking, and holding meetings in a peaceful space free of distractions (including messy desks!). It’s beneficial to have someone who takes minutes of every virtual meeting. This person can keep the discussion on track and record every motion, decision and votes in full.