As a growing number of organizations switch from physical board meetings to virtual ones, it’s become more essential to maintain an efficient meeting experience. Many boards have devised innovative strategies to achieve this.
One method that is most effective involves bringing new board members with seasoned ones to assist them in navigating the virtual meeting environment. This allows new directors to ask questions, gain tips regarding boardroom “norms” and specific procedures for meetings, and gain a better comprehension of the company’s culture.
Another way to foster inclusion is to implement videoconferencing software that is compatible with a range of devices and provides different levels of quality. This ensures that all board members have access to the same high-quality meeting experience. It also enables real-time collaboration that helps bridge geographical gaps and accelerates decision-making.
It is crucial to plan ahead, particularly for virtual meetings. Providing detailed instructions on how to join the meeting and evaluating equipment before the event can minimize disruptions. Also, practicing an appropriate manner of calling, like muting your microphone when you aren’t speaking or closing unnecessary tabs can further reduce distractions.
A dedicated document management software can help centralize and safeguard board documents. The best solution allows board members to download and upload documents prior to meetings and then add comments. This will make it easier for you to stay on task during the meeting and also prevent confidential information from getting lost in translation. In addition, using task-management tools to assign tasks during and between meetings can boost accountability and encourage follow-through.
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