As the world becomes more aware about the benefits of virtual collaboration the number of board meeting online continues to increase. This trend is an effective method of engaging www.travelboardroom.com/why-should-you-move-to-the-cloud/ members and eliminates geographical constraints that could otherwise force them to travel for meetings. However, there are some obstacles to overcome when making the transition to this new approach. With the right planning and facilitation, boards can encourage an active participation at remote board meetings.
It is vital that in addition to deciding the agenda for the meeting, everyone has the technology they require to be able to participate. It is a good idea to provide the test link and login information well in advance, and to request that participants turn off their microphones when they are not speaking, which will help to reduce background noise and help them better hear the person who is on the floor. It is also a good idea to establish a protocol for conversations (i.e. a hand-raise procedure for requesting the attention of the group) and also to limit multitasking as it can result in confusion during the meeting.
One of the most challenging aspects of virtual board meetings is the ability to foster the sense of comfort that is usually present in in-person meetings. Icebreakers can be a way to encourage connection. Ferrazzi Greenlight has for instance, designed a set of exercises that be carried out during a videoconference like the “sweet and sour check-in” where participants share something for which they’re grateful, as well as something that causes them to struggle professionally or personally. This allows for a more open and vulnerable conversation, which can help foster relationships between board members.