A video conference allows members of remote boards to view one another, even if they use different kinds of devices. Nonprofits can choose from a wide range of free or low-cost video conferencing platforms for their meetings, including Zoom, GoToMeeting, WebEx and Google Meet. Nonprofits can also make use of board management software that has a meeting interface that allows remote participation.
The ability to observe the expressions on the faces of participants can encourage more interactive and participatory meetings. To ensure that everyone’s voice is heard, the chair should invite board members who are yet to speak, and limit the number speaking at once. This ensures that the discussion isn’t focused on a single person and provides a more balanced decision-making process. To reduce background noise ask participants to turn off their mobile phones, and then use the silent button when they’re not talking.
Certain directors might not be familiar with the virtual meeting experience and may be hesitant to speak up. This reduces their involvement and efficiency. This can be addressed by providing a simple meeting interface, and offering an education session to familiarize participants with the system and encouraging them to practice prior to the actual meeting. The board can also establish an agenda that is strict and has time limits for each item. This will ensure that the meeting runs smoothly and that the intended outcome is realized. Board members can highlight documents on their computers and take notes to improve their participation and speed up the meeting. They can share annotations with members to improve collaboration and improve the quality of the minutes of meetings.
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