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How to Conduct a Successful Remote Board Meeting

A remote board meeting is a gathering held via video conference calls where the board members don’t physically meet in the same room. This method of conducting business became increasingly popular during the coronavirus epidemic and will likely continue to be utilized following the pandemic.

Making use of the right tools is the key to an efficient and effective remote board meeting. All materials should be available for board members before the start of the meeting. This will save time and avoid confusion during the meeting. It’s also beneficial to have the meeting recorded particularly when there is a lengthy session or is a subject that has a lot of discussion.

Encourage board members to be mindful of their surroundings when attending the meeting. Distractions such as the barking of a dog, loud street noise or even the tiniest sound of television in a different room could distract and make it hard to concentrate during the meeting. Board members should, in the ideal scenario, be able to sign in from an office with an unlocked, quiet door.

It’s essential to include a note of each board member’s presence prior to the beginning of the meeting. This not only makes sure that everyone is present, but it sets the tone for the meeting and also shows that this is a matter of importance. After each item on the agenda, it’s useful to ask for feedback. This encourages participation and engagement, even from remote members. The board may then decide to act on the feedback after the meeting, if they choose to.