Virtual board meetings are a great way to cut travel costs and also save time. They provide the same benefits as in-person meetings including a greater variety of perspectives without the restrictions of space or travel costs. They enable board members to focus more on strategic decisions, and help them make them more efficient.
However, there are some challenges and barriers arise when switching to a digital format for meetings. Certain of these challenges can be overcome if all board members have high-quality audio and video conferencing tools. Other challenges will require additional effort from everyone in the team. This article will discuss some of the most frequent issues you will encounter when organising your first virtual board meeting, and provide some tips for overcoming these challenges.
Inactivity
It’s difficult to recreate the intimacy and personal connection that a face-toface meeting in a virtual setting, but you can still encourage board members to engage in discussions via virtual channels. In creating an environment where questions and feedback are welcome is a great starting point however, you can extend the meeting by setting aside dedicated time for open discussions.
Video and audio conferencing has improved significantly over the years. However some attendees might struggle to adapt to the digital format. To reduce the risk of technical difficulties, it’s ideal to plan your meeting prior to the time by testing the software and providing clear instructions for newcomers. You should also remind attendees to disable their notifications and shut down any programs which could impact their bandwidth, and assign staff members to assist them in logging into and provide technical assistance during the meeting, and help in preparing the meeting’s minutes following the meeting.