It is crucial to create an order that keeps the discussion in order and productive when holding a remote board meeting. This is easier when the participants have an agenda that is a guideline for them throughout the meeting. It is also beneficial to send the agenda and any other documents to attendees ahead of time through a secure online board portal where they can take notes, add items and review them prior to when the meeting begins.
Another method to ensure a successful remote board meeting is to limit distractions as much as possible. The ideal scenario is for participants to take the call in an uncluttered office or home space that isn’t filled with numerous distracting sounds. This will decrease the likelihood that they’ll tune out and miss the key points that are being discussed during the meeting.
It’s also recommended to ask participants to turn off their microphones when they are not speaking, to reduce distracting background noise. The person in charge of recording minutes must document every motion verbatim and also include who made the motion as well as who seconded the motion. It is essential to keep a clear record that can be used as a source of reference or for legal reasons in the future.
Finally, it’s important to stick to the times you set for each agenda item to avoid the meeting from dragging on in a way that isn’t needed. You can further encourage efficient meeting proceedings by encouraging attendees to use parking spaces for impromptu topics so that they don’t distract from the main discussion.