When conducting remote board meetings, it’s essential to have he has a good point a solid structure to keep the discussion productive and on track. It is easier to keep the discussion on track when the participants have an agenda that is clear. It’s also helpful to provide the agenda and any associated documents to attendees ahead of time via a secure online board portal where they can note down notes as they add items, and examine them prior to the meeting starts.
Reducing distractions is another method to ensure an efficient remote board meeting. The ideal scenario is for participants to take the call in a quiet home or office location that doesn’t have numerous distracting sounds. This will lessen the chance that they’ll lose focus and miss the most important issues being discussed in the call.
It’s also recommended to ask the participants to muffle their microphones while not speaking to minimize distracting background noise. The person who takes minutes is required to record every motion verbatim and also include who made the motion and who seconded the motion. This is vital to maintain an accurate record of the meeting that can be used as a future reference or for legal purposes down the road.
Finally, it’s important to adhere to the times you set for each agenda item to prevent the meeting from dragging on unnecessarily. You can help promote a productive gathering by encouraging attendees to park ad hoc topics in a parking lot so they don’t disrupt the main discussion.