Online Board Meetings Benefits
Teleconferences are becoming more commonplace as businesses adapt to working from home permanently after the pandemic. Meetings via teleconferencing are practical but there are a few challenges to consider.
Reduced engagement: Going remote can be a bit daunting for some attendees who aren’t accustomed to using the internet for communication, leading to a lower participation rate in the meeting. This can slow down the progress of the board and derail the company’s agenda.
It is sometimes difficult to read facial expressions and body language during a virtual discussion that can lead to miscommunications. Inattention to eye contact can cause some directors to feel less at ease and listeners who are passive. This is not a good thing for the boardroom.
The board portal can be used to help improve these issues. A board management tool with a secure video conferencing feature for instance makes it simple to keep track of and archive important documents. Directors can then access the minutes and documents anytime, on any device, and even before the next meeting.
It is also recommended to ensure that the environment for meetings is clean and distraction-free. The meeting shouldn’t be held during mealtimes and everyone is encouraged to put their phones in a silent mode when not speaking in order to minimize background noise. The chair should be able observe all attendees in camera and encourage participants to use their microphones only when necessary to prevent everyone from talking at the same time.