Virtual meetings are becoming more popular for a variety of reasons, whether it’s because they can save time and money by reducing travel costs, allow board members more flexibility, or improve communication. Virtual meetings offer many advantages but they also have certain pitfalls. A well-prepared and executed virtual meeting can be just as effective as an in-person one but it’s essential to keep in mind certain points to consider when organizing and hosting these types of events.
Make sure everyone has the correct equipment and software. It can be difficult to keep everyone engaged when there are technical difficulties which prevent people from being able to hear each other, seeing presentations or using their cameras. To avoid this, it’s a great idea to give all attendees detailed instructions on how to examine their cameras and www.seboardroom.com microphones prior to the meeting starts.
Make an agenda ahead of time to keep the discussion focused. If you don’t have a plan, the meeting may be slowed by side-bars. Also, make sure that every topic is covered within the allotted time frame to avoid leaving your attendees feeling like nothing got done or that their time was squandered.
It’s difficult to replicate the sense of camaraderie and friendship that is shared during board meetings in person. However, there are ways to enhance the virtual experience by incorporating fun and engaging activities such as breakout sessions or even a quiz. Use regular feedback loops to collect information about how directors and members are participating in the meeting. Find out what works and what doesn’t, and what can be improved.