Best Practices for Remote Board Meetings

In remote board meetings the participants are less compelled to attend as they would in person. It’s easy to succumb to the temptation to check your email, grab some food, or pick up the telephone. The good thing is that you can beat these obstacles when you manage your meetings with efficiency. These best practices can ensure that your meetings are on time, secure and productive.

Use a reliable online portal with board management software that includes agenda creator, video integration and other useful tools, such as document centers and task managers. These tools let you hold meetings without having leave the portal, and ensure that everyone has the ability to access them regardless of location, time zone, or device. It’s also a good idea to assign a moderator to your meeting, since they can oversee all of these systems and ensure that the technology is functioning effectively.

Send reminders to attendees for the meeting at least 24 hours prior to the meeting. This will lower the number of attendees who don’t show up and ensure that attendees have all the information they need to participate. Use an agenda template that outlines the specific details of the conference so that participants don’t get lost during the discussion.

If a member of the board is unable to attend a remote meeting, the board member must write a letter to the board explaining their reasons and providing any reasonable accommodations that are requested. The board then has to decide whether the reason is legitimate. The board should be fair and constant throughout the process, which can be complex.