It’s important to create an organization that keeps the discussion on track and productive when conducting a remote board meeting. This is easier when the participants have an agenda which guides them at all times. It’s also beneficial to distribute the agenda along with any related documents to the attendees in advance via a secure online board portal so they can take notes and add items to the agenda and go over them before the meeting begins.
Distractions should be minimized to ensure a successful remote board meeting. Participants should be able to attend the call in a calm location, such as at office or home. This will lower the chances that they’ll get distracted and miss the important points to be discussed during the meeting.
Also, it’s an excellent idea to ask participants to mute their microphones when they’re not talking to help reduce background noise that could distract the meeting. Also, the person who takes minutes should be sure to take note of all motions verbatim, along with who made the move and who supported the motion. This is crucial to keep a precise record that can be used as a reference or for legal reasons in the future.
It’s also important to stick to the deadlines you have set for each item on the agenda to prevent the meeting dragging unnecessarily. It is also possible to promote efficient meeting proceedings by encouraging attendees to utilize parking spaces for impromptu topics to ensure they don’t distract from the main discussion.
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