digitalizing M&A processes for optimal outcomes
The quality of your board meeting is contingent on the amount of work participants do prior to every meeting. Meetings held online can be more productive and efficient if participants prepare. A well-prepared team is also more likely to adhere to the agenda and make sure that they don’t get distracted by an unrelated tangent.
It’s essential to establish clear expectations for remote board members regarding how they’re expected to attend meetings. For instance, it’s important to remind participants to mute themselves and only speak when requested to speak. This will prevent people from arguing with one another or leaving the meeting not feeling heard. Before starting a meeting the convenor should inquire of participants if they have technology problems they need help with.
Include the rules for virtual meetings in the board member orientation materials so that everyone is aware of what to expect before and after the meeting. For instance, it’s essential to communicate the agenda prior to the time of the meeting and to follow up with participants one day or early in the morning prior to the meeting to confirm the details, give them the Zoom or meeting link in a second time and remind attendees of any other meeting preferences (such as requesting that attendees listen to the meeting from an area with no distractions). It is also recommended to add an executive session placeholder to each agenda item, and to include this at the start of the meeting to avoid confusion as to whether there is an executive session or not.