When planning an online board meeting, organizers need to be hyper-aware of the technological requirements. This can be accomplished by testing any new tools ahead of time in the group. This is a common practice for many board members and can help to avoid any audio-visual problems that might arise during the meeting. It is also not unusual for some members to have a designated person to resolve any issues.
Organizers must ensure that all participants are able to access the meeting regardless of location or device. This can be achieved by distributing additional materials before the meeting starts and include an editable agenda and board management software. It is important to allow remote attendees to take part in the meeting by allowing them chat or even leave voice comments. It is also crucial to follow board meeting etiquette and not interrupt other members while they speak.
It is essential that the discussion remains focused and the discussion is focused on its mission. One method to keep this in mind is to limit the length of each discussion item. You can also define the goal of each item in the discussion for example, reaching a decision, creating ideas or sharing an update. A good way to regulate the discussion is to establish an agenda and then indicate the desired length for each item.
Additionally, it is crucial to record the outcomes of every discussion and include the names of each participant. Before distributing the minutes, they should be proofread and re-read.