When conducting a remote board meetings, it is essential to establish a proper structure to ensure that the discussion is efficient and on track. It’s easier to keep the discussion on track when participants remote board meeting have a clear agenda. It is also beneficial to email the agenda and any documents that go along with it to the attendees via an encrypted board portal in advance so that they can make notes, add items and review them before the meeting starts.
Distractions should be minimized to ensure an efficient remote board meeting. It is recommended that participants take the call from a quiet home or office space that isn’t filled with many distracting sounds. This will lower the chances that they’ll lose focus and miss the most important issues to be discussed during the meeting.
It’s also an excellent idea to request the participants to muffle their microphones while not speaking, in order to reduce distracting background noise. Also, the person who takes minutes should be sure to note all motions in full, along with who made the motion and who voted for the motion. This is vital for keeping a clear record of the meeting which can be used for reference or legal purposes years later.
It is also essential to adhere to the time limitations you set for each item on your agenda to avoid the meeting becoming a drag. You can encourage a productive meeting by encouraging attendees to put ad hoc discussions in a parking space so they don’t disrupt the main discussion.