When conducting remote board meeting, it’s crucial to create a structure that keeps the discussion productive and on the right track. It’s easier to keep the discussion on track when all participants have an organized agenda. It is also beneficial to send the agenda as well as any associated documents to attendees in advance via a secure online portal where they can take notes and add items to the agenda and examine them prior to the meeting starts.
Reducing distractions is another method to ensure a anonymous successful remote board meeting. Ideally, attendees should take the call from an office or home space that isn’t filled with many distracting sounds. This will lower the chances that they’ll be distracted and miss the most important issues being discussed in the call.
It’s also recommended to ask the participants to muffle their microphones if they’re not speaking to minimize distracting background noise. Also, the person who takes minutes should be sure to record all motions verbatim, and also who made the motion and the person who backed it. This is vital for keeping an accurate record of the meeting which can be used as a references or for legal reasons years further down the road.
Finally, it’s important to adhere to the times you set for each agenda item to prevent the meeting from running unnecessarily. You can promote an efficient meeting by encouraging participants to leave ad-hoc topics in a parking lot so that they don’t interrupt the main discussion.
