Board room meetings online help to cut down on the necessity for physical meetings and save on travel expenses. It also provides flexibility to members, who can participate from any location. But, like any new technology, there are challenges when it comes to implementing this tool. Before using the software, board members should become familiar with it and understand how it works. They should also establish clear communication protocols and expectations.
The most challenging part is to ensure that all participants from remote locations are actively participating in the discussion. When a meeting is online it is not difficult for the participants to become distracted and lose their focus. It is essential to keep the participants interested by making sure they can hear the speaker clearly. A clear agenda helps facilitate an efficient discussion, and also stops the meeting from getting too long. Ideally, the agenda should only include 20 percent of the items in order to leave sufficient time for discussion. It is also a good idea to schedule the meeting outside of regular meal times in order to avoid eating in front of cameras. The chair should also suggest to the board members to www.boardmgtsoft.net/the-difference-between-leadership-and-management/ use the mute function when they are not talking to ensure background noise doesn’t disturb.
The main challenge is to ensure that the virtual conference portal and board portals work seamlessly. A top-quality solution will support video calls and allow you to manage both the video call and documents from one central hub. The system will also make it easier for boards to download and read agendas in PDF format, even if they are offline.
