a laptop user participates in a video conference at her desk
Category: Club Volunteers Best Practices

Title:5 Tips on How to Run an Effective Virtual Board Meeting

Author: By Nick Smith, Associate Director, Regional Engagement
Date Published: April 20, 2020

1. Timing is everything.

When you and your club board choose to meet is important. While you might not be in different time zones, many of your members might have family or work obligations that take precedence. Be sure to choose a time that is respectful and accommodating of everyone’s schedules. If your board does not have a standing meeting time, try a digital scheduling tool such as a Doodle poll to assist in coordinating all the board members’ schedules.

2. Preparation is the key to success.

Developing a clear agenda is imperative to keep your board meeting focused and on track. Be sure that before your meeting, you solicit agenda items from your board members so that all issues are organized and addressed. Make sure that you share the agenda with all members before the call so they can review and come prepared. Lastly, when you are in your meeting, share the agenda using screen sharing so that people can follow along.

3. Eyes on the prize.

In addition to keeping your meeting on schedule, it’s important to encourage participant interaction. Out of respect for those in your virtual meeting, ensure that you keep your meeting within the allotted time by starting and finishing on time, following the predetermined agenda, and eliminating background noise by muting those who are not currently speaking. By delegating speaking roles to board members for agenda items that pertain to their board roles, you can engage a larger portion of the attendees and create accountability.  

4. Lights, camera, action!

Encourage all participants to use the video feature for your virtual meetings. In addition to making stronger connections and seeing one another, adding video enables participants to be able to witness nonverbal communication they otherwise would have missed.

5. Record and reflect.

After it is finished, make the recording of the meeting available to those in attendance and consider creating a Google folder where all of your agendas, meeting minutes, and recordings can be stored. Reach out to other board members in the meeting to solicit feedback and reflect on how you can improve your board meeting for the next time.