Online boardroom meetings cut down on the requirement for a physical meeting and help reduce travel expenses. Additionally, it offers members with the ability to take part from anywhere. But, like any new technology there are challenges to overcome in implementing this tool. Board members need to become comfortable with the software and have a clear understanding of its functions before they can use it correctly. They should also establish protocols for communication and clearly define expectations.
The most difficult thing is to ensure that everyone who is remote is actively participating in the discussion. When a conference is online it is easy for attendees to get distracted and lose concentration. Therefore, it is crucial to keep them interested by ensuring they can clearly hear the speaker. It is also helpful to have a clear agenda, which facilitates efficient discussion and helps prevent the meeting from getting too long. Ideally, the agenda should include 20% fewer items in order to allow enough time for discussion. In addition, it is recommended to make the meeting an hour or two earlier than regular mealtimes to avoid eating in front of cameras. The chair should also ask the board members to use the mute button when they aren’t talking so that background noise does not distract.
A major challenge is to ensure that the virtual conference portal and board portal work seamlessly together. A high-quality solution will allow video interactions and enable you to manage both the video call and documents from one central hub. In addition it will make it easy for the board to download agendas in PDF format, and view it even offline.
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