If you are using a board management tool, make sure it provides secure document storage. It is important to ensure that all members of your organization have access to the documents they are handling, from financial reports to documents governing the organization. You should also think about using a portal application that allows members to easily communicate and make comments on https://seboardroom.com/start-from-the-absolute-basics-and-learn-how-to-set-up-a-ma-data-room documents prior to meetings, or during the meeting.

It is crucial to communicate clearly prior to the date of the meeting to remind board members about the meeting as well as any required documentation. Make the agenda available along with any other supporting material at least a week prior to the meeting so that everyone has an opportunity to read and arrive at the meeting prepared. It’s also a good idea to ask for any additional feedback from your board in advance of the meeting. This will allow you to address concerns before they come up at the meeting.

Virtual boards are made up of a variety of members who have different schedules and commitments. If you can, try to schedule your virtual meetings at times when most members will be present, avoiding early mornings, late nights, and typical break times. If that’s not feasible then you should consider using a virtual scheduling tool to find a the best time for your meeting that is suitable for the most people possible.

It’s crucial to establish the rules for virtual meetings etiquette, such as muting one’s microphone when not speaking and conducting meetings in a quiet area without distractions (including messy desks!). It’s also helpful to have a designated minutes keeper for each meeting that can keep the discussion focused and record all motions and decisions in a written format.