When conducting a remote board meeting, it’s crucial to create a structure that keeps the discussion productive and on the right track. This is easier when the meeting participants have an agenda in place which guides them at all times. It is also helpful to send the agenda and any other documents related to it to the attendees through an online board portal that is secure in advance so they can note down, add items and review them before the meeting begins.
Another way to ensure a productive remote board meeting is to reduce distractions as much as is possible. Participants should be able to attend the call in a calm location, such as at office or at home. This will reduce the chance that they’ll lose focus and miss the important points that are being discussed during the meeting.
It’s also a good idea to ask the participants to muffle their microphones when they are not speaking, to reduce distracting background noise. The person who is designated to take minutes should be sure to note all motions in full, and also who made the motion and who seconded it. This is vital to maintain an accurate record boardgreenroom.com/who-is-a-data-engineer of the meeting, which can be used for future reference or for legal purposes further down the road.
It’s also important to adhere to the deadlines you set for each item on the agenda to avoid the meeting getting bogged down. You can help promote a productive meeting by encouraging attendees to park ad hoc topics in a parking lot to ensure they don’t interfere with the main discussion.