As more organizations move from traditional board meetings to virtual ones, ensuring an effective meeting experience is becoming more crucial. Fortunately, many boards have adopted innovative methods to accomplish this.
One of the most effective methods is to pair up new board members up with experienced board members who can help them navigate through the virtual meeting environment. This allows new board members to ask questions, get tips on meeting procedures and boardroom “norms” and gain a deeper understanding of the company’s culture.
Another method to ensure inclusivity is through implementing videoconferencing software that is compatible with many different devices and provides different levels of quality. All board members will experience the same meeting experience. It also facilitates real-time collaboration which helps to connect geographically and speeds decision-making.
It is crucial to prepare for technical issues, particularly during virtual meetings. Offering clear instructions on how to join the meeting and testing equipment prior to the event can help minimize interruptions. Also, a proper manner of calling (such as muting the microphone when you’re not talking and closing tabs that aren’t needed — can also help to reduce distractions.
The use of a dedicated document management system can be used to centralize and secure board documents. The ideal solution will allow board members to download and upload their files prior to meetings and make comments. This will save time during the actual meeting and also prevent confidential information from getting lost in translation. Using task management features can also increase accountability and encourage follow through by assigning specific tasks between meetings and during meetings.
https://board.international/enhancing-boardroom-collaboration-with-cutting-edge-virtual-data-rooms/
