If you’re using a board management software solution, ensure that it provides secure document storage. Your organization handles a lot of information from financial reports to governing documents and you must ensure that every member has access to the information. You should also think about implementing a portal software that allows members to easily share and comment on documentation before meetings, or even during the meeting.
It’s essential to have clear communications prior to the meeting to remind your board members of the meeting as well as any documentation that is required. The agenda and any other material supporting it at least a week ahead of time so everyone has the opportunity to go over the agenda and come to the meeting prepared. Asking for feedback from your group prior to the meeting is an excellent idea. This will give you the opportunity to address any issues that may arise.
Virtual boards are comprised of a variety of people with competing schedules and commitments. If you are able arrange your virtual meetings for times when the majority of members are likely to be present, avoiding early mornings or late nights as well as regular break times. If this is not possible you can use a tool to find the most convenient time for everyone.
It’s important that you set some guidelines for virtual meetings that you adhere to. For instance, it’s best to mute your microphone when you’re not talking and conduct meetings in a quiet area free of distractions. It’s helpful to have a person to take notes for each virtual meeting. The person taking the minutes should keep the discussion focused and document the motions, decisions and votes in full.
http://seboardroom.com/how-to-structure-nonprofit-board-positions/
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