How to Implement an Online Board Room Meeting

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Online boardroom meetings cut down on the need for physical meeting and also reduce the cost of travel. Furthermore, it provides flexibility for members who can take part from anywhere. As with all new technologies, there are a few issues to overcome when implementing this tool. Board members need to become familiar with the software and have a good knowledge of how it works before they can use it correctly. They also need to establish protocols for communication and clearly define expectations.

The most significant problem is to ensure that the remote participants are fully engaged in discussions. When a meeting is online it is easy for participants to become distracted and lose their focus. Therefore, it is crucial to keep them engaged by making sure they hear the speaker. A clear agenda allows for an efficient discussion, and prevents the meeting from getting too long. Ideally the agenda should include 20 percent of the agenda items in order to leave enough time for discussion. In addition, it is advantageous to arrange the meeting outside of normal meal times to avoid eating in front of cameras. Lastly, the chair should invite board members to use the mute feature when they are not speaking to ensure that background noises are not distracting.

Another major challenge is to make sure the virtual board and conference portals function together seamlessly. A top-quality solution will support video interactions and enable you to manage both the video call as well as documents from a single source. Additionally it will allow the board to download agendas in PDF format and then view it even when offline.

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