A remote board meeting can be conducted via video conference call, where the board members don’t physically meet. This method of conducting business became more popular during the coronavirus outbreak and will likely continue to be used after the outbreak.
The use of the right tools is the key to a productive and efficient remote board meeting. All materials should be made available for board members before the start of the meeting. This will make it easier for you to plan your agenda and avoid confusion during the meeting. It’s also beneficial to record the meeting particularly when it’s a lengthy meeting or a topic that has a large amount of discussion.
Encourage board members to be mindful of their surroundings while taking part in the meeting. Distractions like dogs barking, loud street noise or even the slight sound of television in a different room can be distracting and make it hard to concentrate during the meeting. In the ideal situation, board members should be able to sign in from a quiet office with a locked door.
It is important to record the presence of every board member at the beginning. This ensures that everyone is in attendance, and sets the tone for the meeting. After each item on the agenda, it’s useful to solicit feedback. This encourages participation and engagement, even for members who are located elsewhere. The board can then decide to act on the feedback received after the meeting, if they want to.