The management of the virtual board meeting is essential to the success of board engagement, meetings and the quality of the minutes. The following tips can help you plan your next virtual board meeting and establish the foundation to ensure a productive and efficient session:

Create an agenda reflecting the goals of your meeting for example, to inform the group, gather information or make a decision. This will help guide the conversation and assist your chairperson to control the pace of discussion. Also, make sure to provide a maximum talking time for each topic and speaker to keep the discussion going and stop the discussion from getting sidetracked.

Set the meeting for a time that will work for all participants. This will make it easier for them to participate in the meeting, and ensure a quorum is present, which is essential for democratic voting and democracy. Furthermore, it is essential to take into consideration the time zones of all attendees and provide them with proper tools to ensure a smooth discussion.

Employ a staff member to serve as a timekeeper. The person in charge will be able to monitor the length and duration of each meeting, and ensure that meeting times are adhered to. This will increase board member accountability and ensure that the board is productive. It’s a good idea that members and directors dress professionally to avoid distractions from lighting and clothing that can be problematic when being filmed.

Encourage or require all attendees to make use of video during the meeting to increase engagement. This will also enable them to read the body language of their colleagues. This will assist in building trust and encouraging an environment of collaboration.