An online board meeting is a video conference that can be attended by remote participants. Virtual meetings are designed to be more accessible for people who are unable to attend in person due to commitments at work or health issues, or simply due to time constraints.
Participating remotely can bring a variety of advantages, including cost savings on travel and reducing time lost due to scheduling conflicts. However, there are some significant differences between an in-person and a virtual meeting websites that can impact the effectiveness of the discussion.
If you’re not with other participants, it may be difficult to comprehend the body language and facial expressions. This can result in a lower level of engagement during an online meeting, particularly when board directors are unfamiliar with the technology or have trouble using it.
One option is to include an element similar to a whiteboard in the boardroom software to encourage participants to collaborate and contribute. Recording the meeting is an additional option to allow members of the board who are not able to attend the meeting to review the minutes later. Recordings are also helpful to share with new board members.
To ensure that everyone is able to hear and see clearly during a virtual meeting, it’s vital to conduct a technology run-through prior to the call beginning. Examining things like computer software updates or camera quality, as well as microphone settings can help avoid any issues that may arise during the meeting. The idea of asking everyone to silence themselves when they are not speaking can help to reduce background noises and distractions.