When conducting boardgreenroom.com a remote board meetings, it is essential to create a plan to keep the discussion focused and on target. This is simpler when participants have an agenda that will guide them at all times. It is also helpful to email the agenda and any documents that go along with it to the attendees through the secure board portal in advance so they can note down, add items and review them before the meeting starts.
Eliminating distractions is a different way to ensure an efficient remote board meeting. Ideally, participants should join the call from a quiet office or home space that isn’t filled with a lot of distracting noises. This will reduce the chance that they’ll be distracted and miss important information that are being discussed during the meeting.
Also, it’s a good idea to request participants to mute their microphones when they are not speaking to reduce distracting background noise during the meeting. The person in charge of recording minutes must document all motions verbatim and include who made the motion and who seconded the motion. This is essential to maintaining a clear record of the meeting, which can be used for documentation or legal reasons further down the road.
It’s also crucial to stick to the time limitations you set for each item on the agenda to avoid the meeting dragging unnecessarily. You can help promote a productive meeting by urging attendees to put ad hoc discussions in a parking area to ensure they don’t distract from the main discussion.