Meetings in boardrooms online eliminate the need for physical meeting and help reduce travel expenses. In addition, it allows flexibility for members who can participate from anywhere. Like any new technology, there are challenges to the process of implementing this tool. Board members need to become familiar with the software and have an understanding of its functions before using it properly. They should also establish clear communication protocols and expectations.
The most challenging thing is to ensure that everyone who is remote is actively engaged in the discussion. In a live conference it is easy for participants to become distracted and lose concentration. Therefore, it is crucial to keep them on track by making sure they hear the speaker. A clear agenda helps facilitate an efficient discussion, and stops the meeting from getting too long. Idealy the agenda should contain 20 percent of the agenda items so that there is sufficient time for discussion. It is also an excellent idea to plan the meeting to be a bit later than regular mealtimes in order to avoid eating in front of the camera. The chair should Full Article also ask board members to turn off their microphones when they are not speaking so that background noise isn’t distracting.
The most important thing is to ensure that the virtual conference portal and board portals work seamlessly. A top-quality solution will support video interactions and enable you to manage both the video conference and documents from a single platform. In addition, the system will make it easy for the board to download an agenda in PDF format and view it even when offline.