The quality of your board meeting depends on the amount of work that members do prior to each meeting. Online meetings can be more productive and efficient when participants prepare. A group that is well-prepared is more likely to adhere to optimizing M&A transaction workflows with technology the agenda and not get distracted.
It’s crucial to communicate clearly to board members from remote locations how they should participate in meetings. It’s best, for example to remind attendees to mute themselves when speaking and only speak up when they are asked to. This will stop people from talking over each other or leaving a meeting not feeling heard. It’s also crucial that the convener ask participants if they require assistance with a technical issue prior to getting started.
It’s also beneficial to include the rules for virtual meetings in the materials for board member orientation so that everyone has a complete understanding of what’s required of them prior to, during, and following the meeting. For instance it’s important to communicate the agenda ahead of time and to follow up with participants a day or in the morning prior to the meeting to confirm the details, then provide them with the link to the meeting or Zoom to confirm, and remind participants of any other meeting preferences (such as asking attendees to attend from an area with no distractions). It is recommended to include a placeholder for an executive session to every item on the agenda and include it at the beginning of the meeting in order to avoid confusion.
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