People tend to be less attentive when it comes to remote board meetings as they would in person. It’s easy to give in to the urge to check email, grab food or answer the phone. You can overcome most of these obstacles by organizing your meetings efficiently. These best practices will help keep your virtual meetings on time, secure and productive.

Make use of a reliable, online portal with board management software that includes an agenda maker and video integration. Additionally, it comes with useful tools, such as document centers and task managers. These tools allow you to conduct meetings without having leave the portal, and also ensure that everyone can access them regardless of location, time zone, or device. It is a good idea to assign a moderator to your meeting. They will oversee the entire system and ensure that the technology is operating properly.

Make sure to send meeting reminders at least 24hrs prior to the call. This will cut down on the number of attendees who don’t show up and ensure that attendees have all the information they need to take part. Use an agenda template that outlines the specific details of the meeting so that participants don’t wander off throughout the discussion.

If a board member is unable to attend a board meeting remotely they must supply the board with a letter explaining their reason and describing any reasonable accommodation requested. The board must then decide whether the reason is legitimate. The board must be fair and consistent throughout the process which isn’t always easy.

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