Video conferences allow remote board members to see one another, even when they’re using different devices. Nonprofits are able to choose from a wide range of low-cost or free video conferencing platforms for their meetings, such as Zoom, GoToMeeting, WebEx and Google Meet. Nonprofits can also use software for managing boards that includes a meeting interface that allows remote participation.

The ability to see the faces of participants can lead to more participatory and interactive meetings. To ensure everyone can be heard, have the chair call on board members who haven’t yet spoken, and limit the number of people who speak at the same time. This ensures that the discussion doesn’t become https://www.board-room.blog/board-members-interacting-with-staff-rules-and-instruments focused on a single person and provides a more balanced decision-making process. To reduce background noise, request that participants turn off their mobile phones and use the muted button when not talking.

Some directors might be unfamiliar with the virtual meeting platform and are hesitant to speak out which reduces their involvement and the effectiveness of the meeting. This can be addressed by providing an easy-to-use meeting interface, and offering an introduction to the meeting platform, introducing participants with the platform and encouraging them to practice prior to the actual meeting. The board can also create an agenda that is strict and limits the duration of each item to ensure the meeting is conducted efficiently and the desired outcome is achieved. Board members can highlight digital documents and take notes to improve their involvement and speed up the meeting. They can also share their notes with other members to encourage collaboration and enhance the quality of their minutes.