It is essential to establish an organization that keeps the discussion focused and productive during a remote board meeting. It’s easier to keep the discussion on track when all participants have an agenda that is clear. It is also beneficial boardgreenroom.com/medical-data-systems-overview to send the agenda and any associated documents to attendees prior to the meeting through a secure online board portal to allow them to note down notes as they add items, and review them prior to when the meeting begins.
Another method to ensure a productive remote board meeting is to avoid distractions as much as possible. Ideally, attendees should take the call from a quiet office or home space that isn’t filled with numerous distracting sounds. This decreases the chances that they’ll lose focus and miss important points that are being discussed in the meeting.
Additionally, it’s a good idea to ask participants to mute their microphones when they are not talking to help reduce background noise that could distract the meeting. Additionally, the designated minute-taker must keep a record of every motion verbatim and also who made the motion and the person who backed it. It is essential to keep a clear record that can be used as a reference or for legal purposes in the future.
In addition, it is important to stick to the time limits you set for every agenda item to stop the meeting from going on unnecessarily. You can facilitate a smooth meeting by encouraging participants to leave ad-hoc topics in a parking space so that they don’t interrupt the main discussion.