If you’re using a board management software solution, ensure that it offers secure storage for documents. Your company handles a lot of documents, from governing documents to financial reports and you’ll want to ensure that members have access to secure documents. Consider implementing a portal software that allows members to comment on and share documents prior to meetings, or even during meetings.
It’s essential to have clear communication prior to the meeting to remind your board members of the meeting as well as any other documentation required. The agenda and any supporting materials one week before the meeting so that everyone can go through the agenda and be prepared for the meeting. It’s also recommended to ask for any additional feedback from your board members in advance of the meeting, which will allow you to address concerns prior to them arise during the meeting.
Virtual boards are comprised of a variety of people who have competing schedules and commitments. If you can, try to schedule your virtual meetings for times when the majority of members will be in attendance, avoiding early mornings or late night and typical break times. If this is not possible you can use a tool to find an appropriate time that is suitable for everyone.
It is important to establish the ground rules for virtual meeting rules, such as turning off the microphone when one is not speaking, and holding meetings in a calm space without distractions (including messy desks!). It’s beneficial to have someone to take notes for each virtual meeting. This person will keep the discussion focused and keep a record of every motion, decision and votes verbatim.