It could be to save time and cost on travel, offer more flexibility for board members, or enhance communication virtual meetings are becoming more popular. The benefits are clear, but they don’t come with no pitfalls. A well-prepared and executed virtual meeting can be just as efficient as an in-person meeting but it’s essential to remember some key elements when planning and hosting these kinds of events.

Make sure everyone has the right equipment and software. It can be difficult to keep the entire board engaged when there are technical difficulties that prevent attendees from speaking to one another and interacting with presentations, or using their cameras. It’s a good idea to inform all attendees of the instructions for checking their cameras, microphones, and speakers before the meeting starts to prevent these issues.

It is important to ensure that the agenda is set in advance to keep discussions on track. If you don’t establish a schedule, the meeting may be slowed by side-bars. Ensure that all topics are covered within the allocated time to avoid attendees feeling that they did nothing or that their time was wasted.

The camaraderie and conversations that happen during in-person board meetings are difficult to duplicate online. However there are ways to enhance the virtual experience with fun and engaging activities such as breakout sessions or even a quiz. Use regular feedback loops to get information on how directors and members are participating in the meeting. Find out what is working and what isn’t, and what can be improved.

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