Online board meetings are an ideal option for nonprofit boards who are unable or unwilling to meet in person due a lack of geographical constraints, travel expenses or busy schedules. However they can be challenging to conduct in a manner that is productive and ensures that everyone feels engaged and part of the process. It is good to know that following a few best practices can make these virtual meetings more efficient and efficient.
Make sure to communicate imp source meeting materials clearly to board members in advance so that they can review and submit questions prior to the conference call. This will allow the meeting to be more focused, move quicker and yield more insightful insights. Furthermore, using a presentation tool like Mentimeter can allow you to gain valuable insights from your attendees through dynamic visuals. The information will be included in the meeting’s minutes as a permanent document that can be referred to for years to come.
Encourage attendees to use their cameras to allow them to see one another. This will keep everyone engaged. Also, set ground rules that let everyone take part in the meeting equally, for example, the chair asking for a raised hand to know the speaker or asking for people to turn off their microphones in the event that they are not speaking. It is also recommended to limit meetings to 90 minutes and to avoid scheduling meetings around meal times in order to stop people from eating their meals in front of cameras.
Develop specific discussion topics that include time limits for each item, which will give directors the feeling of urgency to address items that are on the agenda. This will also boost productivity. The focus on a specific topic can also cut down on distractions during meetings such as talking with other directors or checking emails.
