Online board meetings provide better scheduling options. They reduce the cost and time constraints of travel, and eliminate the time constraints that come with hotels and flights. They also aid in reduce groupthink and increase diversity between board members. The virtual world comes with its own problems which can lead to unproductive meetings.
To move from in-person meetings to virtual ones, boards need to alter their communication and work. Many of the elements that aid in communication during meetings in person, such as a physical board book or digital presentations, as well as sharing documents, must be recreated for a board meeting that is online. This can be challenging for board members who are not familiar with the technology. A simple board software application can simplify the process. However additional training might be needed to ensure that board members are productive.
Maintaining a high level of engagement and productivity is another problem when conducting an online board meeting. Being distracted by new topics of discussion can eat up your time and distract you from the most important agenda items. Making an agenda with 20 percent less items and dividing discussions into 15-minute increments could aid in reducing this issue. In addition, establishing an informal discussion forum for new topics can be helpful.
It is also important for remote participants to be able to see the faces of room attendees. This can be accomplished by avoiding backgrounds or moving the participants away from lighting sources such as windows that could reflect on the screen and obscure the image of other board members. Avoiding distractions such as cell phones or other devices can help participants focus on the discussion.
