It’s important to create a framework that keeps the discussion focused and productive during a remote board meeting. This is simpler when meeting participants have an agenda that guides them at all times. It’s also helpful to provide the agenda as well as any associated documents to attendees prior to the meeting via a secure online board portal to allow them to note down notes and add items to the agenda and go over them before the meeting begins.
Another way to ensure a smooth remote board meeting is to limit distractions as much as possible. Attendees should ideally take the meeting in a quiet location, such as at home or office. This will lower the chances that they’ll lose focus and miss the key points that are being discussed during the meeting.
It’s also an excellent idea to request the participants to muffle their microphones when not speaking, in order to reduce distracting background noise. Additionally, the designated minute-taker must ensure that they note all motions in full, together with the person the person who made the move and the person who backed it. This is crucial to keep a complete record of the meeting that can be used as a references or for legal reasons years afterward.
It’s also crucial to stick to the time limits that you have set for each item on your agenda to avoid the meeting getting bogged down. You can facilitate a smooth meeting by encouraging participants to put ad hoc discussions in a parking lot to ensure they don’t distract from the main discussion.