Online board meetings provide better scheduling options, removing the burden of travel time and monetary constraints from hotels and flights. They also boost the diversity of board members and help prevent groupthink. The virtual world comes with its own problems which can lead to less than effective meetings.
Moving from in-person meetings to virtual meetings requires a change in the ways boards communicate and operate. Many of the elements that aid in communication during meetings in person such as boards with books as well as digital presentations and sharing documents, have to be recreated for an online board session. It can be difficult for board members to navigate technology. The use of a simple board software application can simplify the process, but additional training on the software may be required to ensure the success of board members.
Maintaining a high level of engagement and productivity is another issue when running an online board meeting. Sidetracked by new topics of discussion can take up time and distract you from the most important agenda items. Creating an agenda with 20 percent less items, and breaking discussions into 15-minute increments could aid in reducing this issue. In addition, offering an informal discussion forum for new topics may be helpful.
It is also crucial that remote participants see the faces of those in the room. This can be accomplished by avoiding backgrounds or removing them from lighting in windows that could reflect on the screen and obscure images for other board members. Likewise, avoiding distractions like cell phones or other gadgets could help improve the ability of the person to concentrate on the subject being discussed.