If you’re using a board management software, ensure that it has secure document storage. You must ensure that everyone in your organization are able to access the documents they work with including financial reports, to documents governing the organization. You should also consider the use of a portal software that allows members to communicate and make comments on documents prior to meetings, or during meetings.
It is important to inform the board members in advance of a meeting to remind board members about the meeting, as well as any necessary documentation. The agenda and any supporting materials a week before the meeting to ensure that everyone can go through the agenda and be prepared for the meeting. It’s also an excellent idea to ask for any additional feedback from your board in advance of the meeting, which will give you the opportunity to address concerns before they come up at the meeting.
Virtual boards are comprised of a variety of members who have their own schedules and obligations. If you can, schedule virtual meetings during times when the majority of members are present. Avoid early mornings, late nights and common breaks. If that’s not feasible you can use a digital scheduling tool to help find an appropriate time to meet for as many people as is possible.
It’s crucial to establish the rules for virtual meetings conduct, including muting the microphone when speaking and conducting meetings in a calm space without distractions (including messy desks!). It’s also beneficial to have a designated minutes-taker read here for each meeting that can keep the discussion on point and keep track of all motions and actions in writing.