A remote board meeting is conducted via video conference call which allows the board members to not physically meet in the same room. It was a growing method of conducting business during the coronavirus pandemic, and will likely remain in use post-pandemic.
Making use of the appropriate tools is crucial to a productive and efficient remote board meeting. Board members must be able to access all the materials prior to the meeting. This will make it easier for you to plan your agenda and help avoid confusion during the meeting. It is also helpful to record the meeting, particularly in the event of a lot of discussion or if it is a lengthy meeting.
Encourage board members to be aware of their surroundings when they log in to the meeting. Distractions like the barking of a dog, loud street noise or even the tiniest sound of television in a different room can distract you and make it difficult to concentrate during the meeting. Ideally, board members should be allowed to sign into their offices in a quiet space with a locked door.
It’s important to include a note of each board member’s presence at beginning of the meeting. This ensures that everyone is in attendance, and sets the tone of the meeting. After each item on the agenda, it’s helpful to ask for feedback. This can increase engagement and encourages participation, even from the remote members. The board may take action according to the feedback following the meeting if it wishes to do so.