How to Implement an Online Board Room Meeting

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Online boardroom meetings cut down on the need for physical meetings and also reduce the cost of travel. Furthermore, it provides members with the ability to be able to participate from anywhere. However, as with any new technology there are a few issues to be faced when implementing this tool. Before using the software, board members should be familiar with the software and understand how it works. They must also establish clear communication protocols and expectations.

The biggest issue is making sure that everyone in remote locations is engaged in discussions. In an online meeting it is easy for the participants to become distracted and lose focus. Therefore, it is crucial to keep them engaged by ensuring they can clearly hear the speaker. A clear agenda allows for an efficient discussion and stops the meeting from getting too long. Ideally, the agenda should only contain 20 percent of the items so that there is sufficient time for discussion. Additionally, it is recommended to make the meeting an hour or two earlier than normal meal times so that you don’t have to eat on camera. The chair should also ask the board members to turn off the mute option when they are not talking to ensure background noise doesn’t disturb.

A major challenge is to ensure that the virtual conference portal and board portals work seamlessly. A reliable solution will let you manage the video conference as well as documents from a single point. In addition it will allow the board to download an agenda in PDF format and view it even offline.