A video conference allows remote board members to view one another, even if they use different kinds of devices. For their meetings, nonprofits have the option of choosing among a variety of video conference platforms, such as Zoom, GoToMeeting WebEx, and Google Meet. Nonprofits may also choose to utilize a board-management software that has a meeting interface to allow for remote participation without leaving the platform.
The ability to observe the expressions on the faces of participants could encourage more interactive and participative meetings. To ensure that everyone’s voice is heard, the chair should invite board members who are yet to speak, and limit the number of speakers simultaneously. This ensures that no person is in control and ensures a balanced process of decision-making. To avoid background noise, participants should turn off their mobiles and use the mute button when they aren’t talking.
Some directors will be unfamiliar with the virtual meeting platform and are reluctant to speak up, which limits their engagement and the effectiveness of the meeting. This can be addressed by providing a user-friendly meeting interface, offering a training session to familiarize participants with the system and encouraging them to practice prior to the actual meeting. The board may also establish an agenda that is strictly controlled and restricts the duration of each item to ensure the meeting is conducted efficiently and the desired result is achieved. Board members can highlight digital documents and take notes to improve their engagement and speed the meeting. They can share notes with the members to improve collaboration and the quality of their meeting minutes.
