It is crucial to create a structure that keeps the discussion focused and productive when holding a remote board meeting. It’s easier to keep the discussion on track when participants have a clear agenda. It is also useful to send the agenda along with any other documents related to it to attendees through a secure board portal in advance so they can make notes, add items and review them before the meeting begins.
Another way to ensure a productive remote board meeting is to reduce distractions as much as possible. Participants should make sure to take the meeting in a quiet setting, such as a home or office. This will lessen the chance that they’ll be distracted and miss the important points to be discussed during the meeting.
It’s also a good idea to ask participants to turn off their microphones when not speaking, in order to reduce distracting background noise. The person in charge of recording minutes must document every motion verbatim and also include who made the motion as well as who seconded it. This is vital for keeping a complete record of the meeting, which can be used for documentation or legal reasons afterward.
It’s also important to stick to the deadlines you determine for each item on the agenda in order to avoid the meeting from dragging on unnecessarily. You can help promote a productive meeting by urging attendees to put ad hoc discussions in a parking lot so they don’t disrupt the main discussion.