When conducting remote board meetings, it is essential to establish a proper structure to ensure that the discussion is productive and on track. It’s easier to keep the discussion going when participants have an organized agenda. It is also beneficial to send the agenda along with any related documents to attendees prior to the meeting via a secure online board portal, so that they can note down notes and add items to the agenda and review them before the meeting begins.
Reducing distractions is another method to ensure a successful remote board meeting. Participants should make sure to take the call in a peaceful environment, such as a office or at home. This will reduce the chance that they’ll be distracted and miss important information that are being discussed during the meeting.
It’s also recommended to ask participants to turn off their microphones while not speaking, in order to reduce distracting background noise. The person who is designated to take minutes must record every motion verbatim and also include who made the motion and who seconded it. This is vital to maintain a clear record of the meeting, which can be used for documentation or legal reasons afterward.
It’s also important to stick to the time limits that you have set for each item on the agenda to prevent the meeting from dragging on unnecessarily. You can promote an efficient meeting by encouraging attendees to park ad hoc topics in a parking spot to ensure they don’t interfere with the main discussion.
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