It’s important to create a framework that keeps the discussion on track and productive when holding a remote board meeting. This is much easier if the meeting participants have an agenda in place that guides them throughout the meeting. It is also helpful to distribute the agenda and any other documents related to it to the attendees through an online board portal that is secure in advance so that they can take note, add items and review them before the meeting starts.
Another way to ensure a successful remote board meeting is to minimize distractions to the minimum. Participants should take the call in a quiet location, such as at home or office. This will reduce the chance that they’ll get distracted and miss important information to be discussed during the meeting.
Also, it’s a good idea to ask participants to turn off their microphones when not speaking, to lessen background noise that can distract during the meeting. Lastly, the designate minute-taker should be sure to record all motions verbatim, together with the person who made the move and who seconded it. This is vital to maintain a complete record of the meeting which can be used for future reference or for legal purposes further down the road.
It’s also important to stick to the time limitations you determine for each item on the agenda to prevent the meeting from dragging on unnecessarily. You can further encourage efficient meetings by encouraging attendees to utilize parking spaces for impromptu topics to ensure they don’t interfere with the main discussion.