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The quality of your board meetings is contingent on the amount of work that members complete prior to each meeting. Online meetings are more productive and efficient when participants prepare. A well-prepared group is more likely to adhere to the agenda, and make sure they do not get distracted by a tangent.

It’s important to communicate clearly to remote board members what they are expected to do in meetings. It is best, for instance to remind members that they must mute themselves when speaking, and only speak when asked to do so. This will prevent people from talking over one another or leaving the conference without feeling heard. Before a meeting begins, the convenor should ask participants if they have any issues with technology that they require assistance with.

It’s also beneficial to include the rules for virtual meetings in board member orientation materials to ensure that everyone has complete understanding of what’s required of them prior, during, and after the meeting. For instance, it’s essential to send the agenda ahead of time and to follow up with participants one day or morning before the meeting to confirm the details, then provide them with the Zoom or meeting link again and remind them of any other meeting preferences (such as requesting that attendees attend from a quiet location to limit distractions). It is also recommended to add an executive session placeholder to each agenda item and to include it at the beginning of the meeting to avoid confusion about whether there will be an executive session.