How to Implement an Online Board Room Meeting

Online board room meeting helps to cut down on the necessity for physical meetings, and also saves on travel expenses. Besides, it provides members with the ability to take part from anywhere. As with any new technology there are a few issues to overcome when using this tool. Before using the software, board members must become familiar with it and be aware of how it functions. They should also establish clear communication guidelines and expectations.

The biggest difficulty is ensuring that the remote participants are fully engaged in discussions. When a conference is online it is easy for participants to become distracted and lose focus. It is essential to keep participants engaged by ensuring they hear the speaker clearly. It is also important to have a clearly defined agenda, which allows for efficient discussion and also helps keep the meeting from getting too long. Ideally an agenda should contain 20 percent of the items on it in order to leave enough time for discussion. It is also recommended to schedule the meeting away from regular mealtimes in order to avoid eating in front of cameras. The chair should also ask board members to utilize the mute button when they aren’t speaking so that background noise isn’t distracting.

Another key challenge is making sure the virtual conference and board portals work together seamlessly. A quality solution will let you manage the video call as well as the documents from a single hub. In addition the system will make it easy for the board to download an agenda in PDF format and then view it even offline.