How to Conduct an Online Board Meeting
A video conference enables remote board participants to see each other, even with different types of devices. Non-profits can select among a range of free or low-cost video conference platforms for their meetings, such as Zoom, GoToMeeting, WebEx and Google Meet. Nonprofits may also opt to use a board management software which includes meeting interfaces that allow for remote participation without leaving the platform.
The ability to see the expressions of participants could encourage more active and participatory meetings. To ensure everyone can be heard, have the chair call on board members who haven’t spoken and limit the number of people speaking at one time. This helps ensure that the discussion doesn’t get dominated by a single person and helps ensure a balanced decision-making process. To minimize background noise, participants should turn off their phones and use the mute function when they’re not talking.
Some directors will be unfamiliar with a virtual environment and are reluctant to speak up which can hinder their participation and the effectiveness of the meeting. This can be addressed by providing a simple meeting interface, offering an orientation session to help participants with the software and encouraging them to practice prior to the actual meeting. The board can also create an agenda that is strict and has time limits for each item. This will ensure that the meeting goes smoothly and that the desired outcome is realized. Board directors can highlight or take notes on digital documents to enhance their involvement and speed up meetings. They can also share annotations with their members to enhance collaboration and improve the quality of their minutes.