Online boardroom meetings reduce the need for physical meetings and can reduce travel costs. It also provides flexibility to participants who can participate from any location. But, as with any new technology there are some challenges when implementing this tool. Board members need to become familiar with the software and have an understanding of how it works before using it properly. They should also establish clear communication protocols and expectations.
The most important problem is to ensure that the remote participants are fully engaged in discussions. When a meeting is online it is easy for participants to get distracted and lose their focus. Therefore, it is crucial to keep them interested by ensuring they can clearly hear the speaker. A clear agenda allows for an efficient discussion and also stops the meeting from getting too long. Ideally the agenda should have 20% less items to allow for sufficient discussion time. Additionally, it is important to arrange the meeting outside of normal meal times so that you don’t have to eat on camera. The chair should also request the board members to use the mute option when they are not talking to ensure background noise doesn’t disturb.
A major challenge is to ensure that the virtual conference portal and the board portal work seamlessly together. A high-quality solution will allow video calls and allow you to manage both the video conference and documents from a single hub. The system will also make it easier for users to download and view an agenda in PDF format, even when they are offline.
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