Virtual board meetings are an affordable and efficient way for non-profit directors of all levels to get involved. However, the absence of physical signals means that attendees need to be attentive and capable of communicating clearly. In this regard, it’s best to plan for the meeting in advance and create a set guidelines to help communicate and eliminate confusion.
These rules could include the requirement that all participants raise their hands when they are able to speak during the debate or use the features of the conferencing software to announce their name when they are speaking. It is also useful to have a system in place that allows the chairperson to keep track of who is speaking so that they can respond to the speaker and keep the discussion focused.
It is advised that participants avoid distractions and close any unnecessary applications before the call begins. This will help optimize bandwidth and improve audio quality. It’s also good manners to mute your mic when you’re not contributing to the conversation. This helps reduce background noise and minimizes the possibility that a fellow participant might accidentally hear your comments.
Another suggestion is to schedule as brief meetings as you can. This will allow attendees to maintain focus and enthusiasm throughout the meeting and will decrease the risk of “zoom fatigue” which is the term used for exhaustion that results from focusing on small screens for long durations of time. Shorter meetings also make it easier for attendees to accommodate the time of meetings around their work and personal commitments.