It is essential to establish an organization that keeps the discussion in order and productive when holding a remote board meeting. This is much easier if the meeting participants have a plan which guides them throughout the meeting. It is also beneficial to send the agenda as well as any associated documents to the attendees in advance via a secure online portal, so that they can note down notes, add items and examine them prior to the meeting begins.
Another way to ensure an effective remote board meeting is to avoid distractions to the minimum. Participants should take the call in a calm location, such as at office or at home. This will lessen the chance that they’ll get distracted and miss the most important issues being discussed in the meeting.
It’s also recommended to ask participants to turn off their microphones if they’re not speaking, to reduce distracting background noise. The person who is designated to take minutes must record all motions verbatim and include who made the motion as well as who seconded. This is crucial for keeping the record in a clear manner that can be used as a reference or for legal reasons in the future.
It’s also crucial to stick to the deadlines you set for each item on the agenda to prevent the meeting getting bogged down. You can promote an efficient meeting by urging attendees to park ad hoc topics in a parking lot so they don’t disrupt the main discussion.