Virtual board meetings can be an effective tool for nonprofits to maximize the effectiveness, efficiency and participation of board members who aren’t able to attend in person. Similar to running an effective in-person event, running a virtual meeting requires planning and preparation. This article will offer tips and tricks to help nonprofits conduct their virtual board meeting as smoothly as they can.
To ensure that virtual meetings are efficient it is recommended to start with an agenda that is clear and dynamic and keeps the discussion in the forefront. It is also an ideal idea to set deadlines for every item on the agenda, as this will help keep discussions short and focused.
Another suggestion is using video conferencing software for virtual meetings whenever it is possible. Research shows that people are more engaged in online conversations when they are able to be able to see each other, and this can result in stronger connections. It also makes people more aware of nonverbal signals like boredom, disapproval or impatience.
When conducting virtual meetings, it’s crucial to establish clear guidelines for the use of cameras and mute. It’s courteous, for instance to turn off the microphone when a person is speaking to minimize background noise. It’s also helpful to remind the participants to raise their hands in case they have comments or questions and wait until they are the time comes to ask.
Finally, it’s important to have a backup plan for technical issues that might arise during the course of a meeting. This could include appointing a person to help with any issues that might arise, and establishing the procedure in writing for attendees when they have to leave the meeting.