When conducting a remote board meetings, it’s important to establish an effective structure to keep the discussion focused and on target. This is much easier if the meeting participants have an agenda in place which guides them at all times. It is also beneficial to send the agenda as well as any associated documents to attendees in advance through a secure online board portal where they can note down notes, add items and go over them before the meeting starts.

Another way to ensure a successful remote board meeting is to reduce distractions as much as you can. Ideally, attendees should take the call from an office or home setting that doesn’t have many distracting sounds. This will reduce the chance that they’ll be distracted and miss the key points being discussed in the call.

It’s also recommended to ask participants to turn off their microphones if they’re not talking to help reduce background noise that could distract the meeting. The designated minute-taker must record all motions in writing and record who made the motion and who seconded it. This is important to maintain an accurate record that can be used as a reference or for legal purposes in the future.

It is also essential to adhere to the time limits that you determine for each item on the agenda to prevent the meeting getting bogged down. You can further facilitate efficient meeting proceedings by encouraging participants to use a parking lot for ad-hoc topics so that they don’t disrupt the main discussion.

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