How to Conduct an Online Board Meeting

A video conference allows remote board members to see one another, even if they use different kinds of devices. For their meetings, nonprofits can pick between a variety of video conference platforms, such as Zoom, GoToMeeting WebEx, and Google Meet. Nonprofits may also opt to utilize a board-management software that has a meeting interface to allow remote participation, without leaving the platform.

While most discussions in the meeting are conducted using audio and video, the ability of seeing faces can aid in encouraging more participatory and interactive meetings. To ensure that everyone’s voice is heard, the chair should invite board members who are yet to speak and limit the number of people who can speak simultaneously. This helps ensure that the discussion doesn’t become focused on a single person, and allows for a more balanced decision-making process. To minimize background noise, ask participants to turn off their phones and press the muted button when they are not talking.

Some directors might be unfamiliar with the virtual meeting platform and are hesitant to speak out and hinder their participation and the effectiveness of the meeting. This can be addressed by using an easy-to-use interface for meetings or a training session that familiarizes attendees with the software, and letting to practice prior to the meeting. The board can also set an agenda that is precise and limits the duration of each item to ensure the meeting runs smoothly and the desired result is achieved. Board members can highlight digital documents and make notes to enhance their participation and speed up the meeting. They can share their helpful site annotations with other members to improve collaboration and the quality of their meeting minutes.