Tips To Host Productive Virtual Board Meetings

The pandemic has ushered in a new way of connecting, challenging the traditional form of communication and collaboration that we’re all familiar with. Living rooms have become the new boardrooms as society has shifted to adapt to the limitations that COVID-19 has placed on us. 

While remote work has become the norm — and most employees hope it remains this way — the show must go on. Since 2005, the number of people who work from home in the United States has increased by a whopping 140%. In addition, with the rise in WFH positions, in-person board meetings have become harder to coordinate due to everyone’s varying locations worldwide.

Meetings, conferences, and events are now primarily being held through computer screens. The solution to social distancing and the key to remaining flexible is the digital workspace; it’s just a matter of navigating this new realm of functionality. 

Conducting virtual meetings removes the advantages of exchanging handshakes, eye contact, or interpreting body language. It may also be harder to maintain everyone’s attention. However, it comes with a slew of benefits if done correctly. 

Below, we’ve listed our top tips and tricks for hosting productive and interactive virtual board meetings.

Select The Best Software

As the demand for virtual meetings skyrocketed, video conferencing software is plenty. Technology can be your greatest asset when used to its maximum potential. To help select the best system for your organization, explore the needs and features necessary for your virtual board meetings. 

• Do you need recording capabilities?
• Do you need built-in document management/sharing systems?
• What style of communication do you need? 
• Do you need the option of splitting up into breakout rooms?
• Is brand integration vital to your virtual meetings?

There is no shortage of communication systems; from RingCentral to Zoom, the software market is saturated with options that can cater to any of your meeting needs. 

Once you’ve finalized your software decision, ensure installation, registration, and training are completed for all members before your first meeting. 

EXEC Members receive preferred pricing on RingCentral services. 

Preparation

Preparation is the most crucial component of hosting any meeting. Sticking to a set agenda and having a presentation uploaded will maintain everyone’s attention span and prevent wasted time. 

As the host, consider the following before beginning the meeting: 

• Are your laptop notifications turned off or muted?
• Are you connected to a reliable and secure internet connection?
• Are you in a quiet space with minimal to no background noise?
• Are you dressed appropriately?
• Have all roles been designated?

Be sure to distribute the agenda hours before the start of the meeting to give all members a chance to review it and provide feedback. 

Designate Your Roles

When hosting a virtual board meeting, having stand-by assistance is crucial to prevent wasted time. All members should be aware of their roles and duties to avoid unnecessary pauses or lags. Designate the following positions in advance to maintain a smooth and steady flow:

• Presenter — As a presenter, this role’s only responsibility should be to present material and introduce speakers. 
• Minute Taker — Minute takers should be documenting notes and making them digital if needed for those unable to attend. They should also oversee recording. 
• Tech Support — This is a critical role as technology always has the potential to go awry. Quick solutions are essential as technical issues can create a gap in focus and may even put a meeting in overtime. Monitoring the waiting room, proficiency with the software features, and controlling who is muted/screen-sharing/speaking are other crucial responsibilities of this role.
• Chat Monitor — When meetings consist of more than five members, having someone monitor the chat box is important to avoid missing any comments or questions. 

When the host is responsible for all these roles or multi-tasking in any way, lags and interruptions are more than likely. 

Think About Your Members

Keeping everyone’s attention for the entire duration can be challenging, which is why encouraging participation is essential. For larger groups, breakout sessions are a great way to split into smaller groups for more focused conversations. In addition, hosts should incorporate polls between slides to promote engagement. 

If meetings are planned to discuss a large number of topics, be sure to include time for breaks in the agenda. 

Wrapping Up

Provide members with clear takeaways at the conclusion of the meeting and be sure all questions and comments have been addressed. Ensure the minutes and recordings are distributed accordingly and remind your team of the next board meeting date. Ongoing productivity is the ultimate goal in and outside the digital boardroom.