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If you’re using a board management software, make sure it provides secure document storage. Your company handles a lot of documents ranging from financial reports to governing documents, and you want to ensure that all members have secure access. Consider implementing a portal software that allows members to easily comment and share documents prior to meetings, or even during meetings.

It is important to clearly communicate in advance of the meeting to remind board members of the meeting, as well as any necessary documentation. The agenda and any other material supporting it at least a week prior to the meeting so that everyone has the opportunity to read through the material and enter the meeting prepared. It’s also recommended to ask for any additional feedback from your board in advance of the meeting. This will give you the opportunity to address any concerns prior to when they arise during the meeting.

Virtual boards are comprised of a diverse group of people with competing schedules and commitments. If you can make it work, try scheduling your virtual meetings at times when the majority of members will be available, and avoid early mornings or late nights as well as typical break times. If this is not possible you can use a tool to find the most convenient time for everyone.

It’s crucial to establish some ground rules for virtual meetings that you adhere to. For instance it’s best to disable your microphone when you’re not talking and hold meetings in a quiet location without distractions. It’s also helpful to be able to have a designated minute-taker for each virtual meeting who can keep the discussion on track and note all motions and discussions in full.

preparing the virtual board meeting