The organization of the virtual board meeting is crucial to the success of board meetings, engagement and the quality of minutes. These tips will help you prepare your next virtual meeting and ensure it’s efficient and productive.

Create an agenda that is reflective of the goals of the meeting, including whether you want to inform, obtain information, or make an outcome. This will help to guide the conversation and assist your chairperson to control the speed of the discussion. Also, be sure to include a maximum talk time for each speaker and topic to keep the meeting moving and prevent the discussion from becoming a distraction.

Plan the meeting to the time that is convenient for all participants. This will allow participants to be more involved in the discussion and ensure that the quorum, essential for voting and democracy is present. Furthermore, it is essential to take into consideration the time zones of everyone in the room and provide them with proper tools to ensure a smooth discussion.

Employ a staff member to serve as a timekeeper. This person will supervise the duration and length of each discussion and ensure that the timetables for meetings are followed. This will increase board member accountability and ensure that the board is productive. It’s also recommended to ask members and directors to dress dailyboardroom.org/board-self-assessment-questions-list-for-non-profit/ in business attire during the meeting to keep away from distracting lighting or clothing that could be a problem when recorded.

Instruct or require all attendees to use video during the meeting to increase the level of engagement. This will also let them observe the body language of their peers. This will aid in establishing trust and promoting an environment of collaboration.