Video conferences allow remote board members to see each other even on different kinds of devices. For meetings, non-profits can choose from a range of video conferencing platforms, including Zoom, GoToMeeting WebEx, and Google Meet. Non-profits can also make use of a board management program that includes a meeting interface to allow remote participation that does not require leaving the platform.
The ability to see the expressions on the faces of participants can encourage more active and participatory meetings. To ensure everyone can be heard, have the chair invite board members to speak who haven’t spoken, and limit the number of people speaking at a time. This ensures that the discussion doesn’t get focused on a single person and helps ensure a balanced decision-making process. To minimize background noise, ask attendees to turn off their phones and press the muted button when not speaking.
Directors who aren’t familiar with the virtual meeting platform and are hesitant to speak out. This can hinder their participation and efficiency. This can be solved by providing an easy-to-use meeting interface, providing an education session to familiarize participants with the platform and encouraging them to practice before the actual meeting. The board may also establish a strict agenda that limits the duration of each item to ensure that the meeting runs efficiently and the desired result is reached. Board directors can highlight and take notes on documents that are digital to improve their participation and speed up meetings. They can share notes with their members to enhance collaboration and the quality of their meeting minutes.