If you use a board management tool, make sure it has secure document storage. Your company is responsible for storing a variety of documents ranging from governing documents to financial reports, and you want to ensure that members have access to secure documents. Consider implementing a portal software which allows members to make comments and to share documents prior meetings or even during meetings.
It is crucial to clearly communicate in advance of a meeting to remind board members of the meeting and any necessary documentation. Include the agenda and any other supporting material a week in advance so everyone has the opportunity to read and arrive at the meeting prepared. It’s also recommended to ask for any additional feedback from your board in advance of the meeting. This gives you the chance to address concerns before they arise during the meeting.
Virtual boards consist of a variety of people with a variety of schedules and commitments. If you are able arrange your virtual meetings at times when most members will be in attendance, avoiding early mornings or late nights as well as regular break times. If this is not possible you can use a tool to find the best time for everyone.
It’s essential to establish ground rules around virtual meeting rules, such as turning off the microphone when speaking, and holding meetings in a quiet area without distractions (including messy desks!). It’s helpful to have a person to take notes for each virtual meeting. The person taking the minutes should focus the discussion and record the motions, decisions and votes verbatim.