Nov 11, 2024
The quality of your board meetings depends on the amount of work your board members prepare prior to each meeting. Meetings held online can be more productive and efficient if participants are prepared. A group that is well-prepared is more likely to adhere to the agenda and avoid getting sidetracked.
It is essential to clearly communicate to remote board members how they should be participating in meetings. It is best, for instance to remind attendees to mute themselves when speaking, and only speak when they are asked to. This will prevent participants from arguing with one another or leaving the meeting not feeling heard. Before starting a meeting the convenor should inquire of participants if they have technological issues they require assistance with.
It’s also beneficial to include the rules for virtual meetings in board member orientation materials to ensure that everyone has a thorough understanding of what’s required of them prior, during, and after the meeting. For instance, it’s essential to distribute the agenda ahead of time, and to follow up with the participants a day or early in the morning prior to the meeting to confirm all the details, provide them with the Zoom or meeting link in a second time, and remind participants of any other meeting preferences (such as requesting attendees to be in an area that is quiet to avoid distractions). It is recommended to add a placeholder for an executive session to every item on the agenda and include it at the beginning of the meeting to avoid confusion.
virtual platforms enhancing M&A communication