If you use a board management system, ensure that it has secure storage for documents. Your organization handles a lot of documents, from governing documents to financial reports and you need to ensure that everyone has secure access. Consider implementing a portal software that allows members to comment and share documents before meetings or even during meetings.
It is crucial to communicate clearly in advance of the meeting to remind board members about the meeting as well as any required documents. Provide the agenda and any other material supporting it a week in advance so everyone has the chance to go over the agenda and come to the meeting prepared. It’s also a good idea to ask for any additional feedback from your board in advance of the meeting. This gives you the chance to address concerns before they arise during the meeting.
Virtual boards are made up of a variety of people with a variety of schedules and commitments. If you’re able to plan your virtual meetings for times when the majority of members are likely to be available, and avoid early mornings, late nights, and common break times. If this isn’t possible, consider using a digital scheduling tool to help you choose a an appropriate time to meet for as many people as possible.
It’s crucial to establish the rules for virtual meeting etiquette. For instance it’s best to disable your microphone when you’re not talking and hold meetings in a calm area with no distractions. It’s helpful to have a person take minutes for each virtual meeting. The person who takes the minutes can keep the discussion focused and keep a record of all motions, decisions, and votes in full.
https://seboardroom.com/how-to-structure-nonprofit-board-positions
