Board meeting online continues to expand as the world becomes aware of the benefits of virtual collaboration. This trend is an effective method of engaging members and removes geographical limitations that could otherwise force participants to travel for meetings. However, there are certain obstacles to overcome during the transition to this new model. With a well-planned and effective facilitation, boards can promote large participation in remote board meetings.
In addition to deciding the agenda of the meeting it is important to ensure that all participants have access to the technology they need for the call. It’s an excellent idea to provide an access link for testing and login information in advance, and to ask participants to mute their microphones if they aren’t speaking, which will assist in reducing background noise and help them better hear the person who has the floor. It is also recommended to establish a conversation protocol (i.e. a hand-raise procedure for requesting the attention of the group) and to restrict multitasking, as this can result in confusion during the meeting.
One of the most difficult aspects of virtual board meetings is the ability to foster the same sense of comfort that usually exists in in-person meetings. Icebreakers are one way to encourage connection. Ferrazzi Greenlight for instance, created a series of exercises that can be conducted during a videoconference, such as an “sweet and bitter check-in” where participants share something for which they’re grateful and another thing that they struggle with professionally or personally. This allows for a candid and vulnerable discussion that can create relationships between the board members.