Step by Step Guide on How to Video Conference a Board Meeting
For most board members, in-person meetings are the favoured and preferred way of doing board meetings. They are often disappointed by the idea of online meetings because video conferencing is often considered as a ‘Plan B.’ However, the issue lies in the fact that most companies fail to enhance the effectiveness of the video chat.
Furthermore, members that use virtual conferencing may encounter technical problems and may find it hard to express their thoughts in the discussion.
However, video conferencing used in board meetings offers businesses, managers, and top management advantages such as flexibility, efficiency, less or no paperwork, and minimize travel expenses.
With that, if you’re looking into video conferencing your next board meeting, take the following steps as your guide.
Before the Board Meeting
Select the Right App
To video conference a board meeting, preparations start with choosing the right software and virtual conferencing devices.
The software should be secure and easily accessible to enable effective communication. Since board meetings deal with corporate matters, the company secretary should ensure that the meeting’s atmosphere encourages members to participate and share ideas.
Make the Agenda
After securing the right application, prepare the meeting’s agenda. Online board meetings have the same agenda structure as typical board meetings. Which includes:
- Minutes of the previous meeting
- Issues to be resolved (about old, new, or other businesses)
Distribute the Agenda with Guidelines for Virtual Meetings
After finalizing the agenda, it should be delivered early to give attendees enough time to make suggestions and proposals. It would be best if the secretary disseminates the agenda to the board members and attendees at least a week in advance. Doing so would ensure that everybody has access to it before the meeting.
Guidelines for the meeting must include the procedure with basic rules during the meeting. Aside from that, a step by step explanation on how to use the software for virtual meetings would be helpful.
During the Board Meeting
Online meetings start like a regular meeting. Each member introduces themselves to other participants. Before proceeding to the plan:
- Remind the participants of the basic rules and guidelines.
- Emphasize on ensuring the board meeting’s privacy and security, considering that you’re using video conferencing.
- After this, commence with the items on the agenda.
Set the Ambiance
In your device, turn off alerts and ensure that other applications do not interrupt the network connection during online board meetings.
Remove potential interruptions in the area where you will have the meeting. Close the curtains, switch off your mobile phone to make sure you won’t be interrupted throughout the meeting.
A fast internet connection is necessary for maintaining a good video quality in a video conference. During online board meetings, keep in mind necessary protocols to improve cybersecurity.
Run the Meeting
Efficiency is a must for all regular meetings, which also applies to online board meetings. Pay attention to address and resolve issues on the agenda without diverting member’s attention to other issues. Follow schedules of the written agenda and even the time when the meeting starts or adjourns.
The chairman must keep the order and guarantee that only one participant talks at a time.
After the Board Meeting
Send Out a Survey
Right after the meeting, send out a questionnaire to assess participants’ feedback on the online meeting. This will provide you with valuable insights about how the board meeting turned out and improve the next online meeting experience.
Point Out Action Items
Aside from the survey, also make sure that assigned action items should be readily accessible for viewing onboard portal apps or meeting minutes.
Minutes of Meetings Distribution
Most importantly, send the minutes to other members of the board for evaluation after the meeting adjourned.
In conclusion, board meetings with the right technology can be engaging, efficient, and helpful in enhancing a company’s strategic viewpoint.
Thus, 3E Accounting Hong Kong, as the leading Company Secretary Service Provider, ensures that you focus on the board meeting and not on the devices you’re using. We provide support to streamline board meeting processes for meetings to be true about meetings no more, no less.
Contact us today and leave all your meetings with us. From your regular staff meeting to your board meetings, we will be there to help you out.