Online board room meetings help to cut down on the necessity for physical meetings and save on travel costs. In addition, it allows flexibility for members who can take part from anywhere. As with all new technologies, there are issues when using this tool. Board members should become comfortable with the software and have a solid understanding of its functions before they can properly use it. They should also establish clear communication protocols and expectations.
The most challenging part is to ensure that all remote participants are actively participating in the discussion. In a live conference, it’s easy for participants to become distracted and lose focus. It is important to keep people engaged by making sure they can hear the speaker clearly. It is also beneficial to have a clearly defined agenda that allows for efficient discussion and also helps keep the meeting from going over. Idealy it is recommended that the agenda only include 20 percent of the items so that there is sufficient time for discussion. It is also an excellent idea to plan the meeting away from normal meal times to avoid eating in front of the camera. The chair should also request that board members use their mute button when they aren’t speaking so that background noises are https://boardmgtsoft.net/the-5-most-important-steps-to-setting-up-your-nonprofits-budget not distracting.
A key challenge is to ensure that the virtual conference portal and the board portals work seamlessly. A high-quality solution will allow video interactions and allow you to manage both the video call and documents from one central hub. The system will also make it simple for boards to download and browse an agenda in PDF format, even if they are offline.