When it comes down to remote board meetings the participants are less compelled to be attentive than when they are in person. It’s easy to give in to the temptation to check email, grab a snack or answer the phone. The good news is that you can overcome these issues if you run your meetings efficiently. These best practices can assist you in keeping your virtual meetings on time, secure and productive.

Make use of a trusted online portal that has board management software that comes with agenda builders as well as video integration, among other useful tools like document centers and task managers. These tools allow you to hold your meetings without leaving the portal and will ensure that everyone is able to access them regardless of location, time zone or device. It is also a good idea to designate a moderator for your meeting, as they will be able to oversee all of these systems and ensure that the technology is functioning correctly.

Send reminders to attendees for the meeting at least 24 hours prior to the meeting. This will decrease the number of no-shows, and ensure that participants are supplied with all the necessary information to take part. Use an agenda template to outline specific details of the meeting so that participants don’t wander off during the discussion.

If a board member is unable to attend a remote board meeting they must supply the board with a letter outlining the reason for their absence and describing any reasonable accommodations that they would like to request. The board will then decide whether the excuse is legitimate. The board should be fair and consistent throughout the process, which boardgreenroom.com can be complex.