Online boardroom meetings reduce the need for physical meeting and can reduce travel costs. It also offers flexibility to participants, who can attend from any location. As with all new technologies, there are a few issues to overcome when using this tool. Before using the software, board members should be familiar with it and comprehend how it works. They must also establish protocols for communication and clearly define expectations.
The main challenge is making sure everyone in remote locations is engaged in discussions. When a meeting is online it is not difficult for participants to become distracted and lose focus. Therefore, it is essential to keep them focused by ensuring they can clearly hear the speaker. A clear agenda facilitates an efficient discussion and also stops the discussion from getting over. Ideally the agenda should comprise 20% fewer items to allow for sufficient discussion time. It is also a good idea to schedule the meeting in a time that is not overlapping with meals to avoid eating in front of the camera. The chair should also request that board members turn off their microphones when they aren’t speaking so that background noise isn’t distracting.
Another major challenge is to make sure that the virtual conference and board portals work together seamlessly. A high-quality solution will allow you to manage the video call and also documents from a single point. Furthermore, the system will allow the board to download agendas in PDF format and then view it even when offline.
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