How to Conduct a Successful Remote Board Meeting

When conducting a remote board meetings, it’s important to have a solid plan to keep the discussion productive and on the right track. This is simpler when participants have a plan which guides them throughout the meeting. It is also beneficial to distribute the agenda and any other documents associated with it to the attendees through a secure board portal prior to the meeting so they can take note, add items, and review the agenda before the meeting begins.

Another way to ensure an effective remote board meeting is to minimize distractions as much as you can. The ideal scenario is for participants to take the call from an uncluttered office or home environment that isn’t surrounded by many distracting sounds. This helps reduce the possibility that they’ll lose focus and miss important information to be discussed during the meeting.

Also, it’s recommended to ask participants to mute their microphones if they’re not speaking to further decrease background noise that can distract during the meeting. The person who takes minutes is required to record every motion verbatim and also include who made the motion and who seconded. It is essential to keep a precise record that can be used as a source of reference or for legal purposes in the future.

It is also important to adhere to the time limits you set for each agenda item to avoid the meeting from getting bogged down in a way that isn’t needed. You can facilitate a smooth meeting by encouraging participants to leave ad-hoc topics in a parking lot to ensure they don’t distract from the main discussion.

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