It was my pleasure to put on a professional development seminar for the Canadian Society ofAssociation Executives to discuss Virtual Strategic Planning. We have had several questions that I did not have time to answer. I thought that I would put this together and send it out to you for further reflection.
It has been more than a year since many associations are holding virtual board meetings. While many individuals have likely got a handle on using video conferencing tools, virtual board meetings can be less productive and engaging according to the member’s perspective.
How Chairs can make engaging online meetings for their board:
Chairing video conferences is challenging as the board chair might struggle to keep meetings productive and board members engaged. Here is a practical guide on how to conduct a productivevirtual board meeting.
1.Move at a slow pace
Virtual meetings should move at a slightly slower pace than a typical in-person meeting. For instance, having quick breaks throughout the conversation should happen often. Asking people to mute and switch off cameras and come back in ten minutes will give a chance to attendees to refresh and refocus. As you are chairing the meeting, make sure you provide sufficient pauses after asking a question or requesting an action.
2. Explicitly ask for participation
When chairing a physical meeting, knowing when to follow procedure and when to let the conversation free flow is usually implicit. With virtual meetings, you are likely to get higher participation by explicitly asking, “Iwant to hear from every board member” or asking “I want to hear some views on this matter.”
3. Use tech tools
Depending on which video conferencing tool you are using, you may have access to chat, poll, and quizfunctions that help make virtual meetings more engaging. For example, use the chat function to ask for a motion, second and other brief responses, or simply ask everyone to raise their hand or use electronicvoting tools.
4. Ask for feedback and staff help
If you’re struggling to keep board meetings on track, enroll staff to help. For example, a facilitator cancontrol which documents will appear on screen or mute participants as required so you can focus onaccomplishing items on the agenda.
Real Board Solutions Tip : Consider how to keep virtual board meetings secure: Sending invitations to virtual board meetings through email opens your organization to risk. Protect your most sensitive and confidential information from being leaked or compromised by keeping video-conference links and recordings using virtual boardroom technology portals.
5. Set clear meeting expectations upfront
Determining ground rules in advance increases the chances of the meeting running smoothly, andparticipants are more likely to come prepared. Consider using these 3 ground rules:
- Turn on your video camera
This helps to personalize the conversation and to keep participants engaged.
- Raise your hand
The board chair should clarify how members can contribute to the conversation. Suggesting participants to raise their hand and only speak when they are called upon can facilitate participation.
- Mute when not speaking
Mute every participant will reduce background noise and help avoid interruptions.
- Participants must state their name before speaking. Keep everyone on track by stating names upfront.
6. Create agendas that actually work for virtual meetings
Virtual board meetings often require repetition, clarification and additional time for discussion. Ensure you are creating agendas that work well for virtual meetings rather than trying to accomplish all the items you typically would for your in-person board meeting.
- Focus on the top priorities
Virtual meetings create fatigue quickly. Focus only on the top two to three priority items.
- Build in breaks
Build in breaks directly into the agenda – to stretch, get some air, or replenish coffee. Keep eachsegment of the meeting short, no longer than 30 minutes.
- Start and finish strong
Start the meeting with interactive activities to break the ice. At the end, ask everyone for a closingthought, or provide time for feedback on what worked well and what still needs improvement. Learn howto close a board meeting.
Real Board Solutions Tip: Use a 20/20 agenda: Put 20% fewer items on your agenda than you normally would and allow 20% more time for the meeting and conversation. Build your agendas in 15-minute increments to maximizeefficiency.
7. Ensure board members are prepared before the meeting starts
Since virtual board meetings tend to be shorter and more focused, board members need to come prepared and engaged for maximum productivity. If you’re finding the distractions of COVID life have left your directors even less prepared, consider this an opportune time to make board communications more convenient and efficient for them.
If you have further questions on how to engage your Virtual Board Meetings or would like to discussVirtual Strategic Planning for your Association, please contact me at terry@realboardsolutions.com
Thank you for our engaging conversation, and I hope we can stay connected while navigatingboardrooms changes.
Terry Clark, CAE, President – Real Board Solutions
