Online board meetings offer better scheduling options. They cut down on the time and cost constraints of travel, and eliminate the time constraints that come with flights and hotels. They also help reduce groupthink and increase diversity among board members. However, embracing the online world comes with its own set of challenges that could result in less effective meetings.
The transition from in-person to online meetings requires a change in the manner boards communicate and operate. To facilitate communication in the online setting, a lot of the elements used during an in-person board meeting have to be recreated. This includes the physical boardbook, digital presentations and sharing documents. It can be difficult for board members to navigate the technology. A simple board software application can streamline the process. However further training might be required to ensure that board members are productive.
Maintaining a high level of engagement and productivity is another issue when running an online board session. Distracted by the latest topics of discussion could take up a lot of time and distract you from the most important agenda items. A schedule with 20 percent less items and dividing discussions into 15-minute increments can aid in reducing this issue. Discussion forums for new issues can also be useful.
It is also important that remote participants can be able to see faces of the attendees in-room. This can be accomplished by avoiding the use of backgrounds or by moving the participants away from lighting sources such as https://travelboardroom.com/ windows that could reflect on the screen and obscure the image of other board members. Eliminating distractions like cell phones or other devices can aid in focusing the participants on the discussion.