Video conferences allow remote board members to view one another, even when they’re using different gadgets. Non-profits have the option of choosing from a variety of low-cost or free video conferencing platforms for their meetings, such as Zoom, GoToMeeting, WebEx online board meeting and Google Meet. Nonprofits can also utilize a board management software with a meeting interface to allow remote participation, without leaving the platform.
While the majority of discussions at a meeting are conducted through audio the ability to see facial expressions can be a great way to encourage more participatory and interactive meetings. To ensure everyone can be heard, have the chair invite board members who haven’t yet spoken, and limit the number of people who speak at the same time. This ensures that the discussion doesn’t get concentrated by one person and provides a more balanced decision-making process. To reduce background noise ask participants to turn off their mobile phones and use the muted button when not speaking.
Some directors will be unfamiliar with a virtual meeting space and are reluctant to speak up, which limits their engagement and the effectiveness of the meeting. This can be addressed with an easy-to use meeting interface or a workshop that helps attendees become familiar with the software, and letting to practice prior to the meeting. The board could also design an agenda that is strict and has time limits for each item. This will ensure that the meeting runs smoothly and that the goal is attained. Board members can highlight digital documents and make notes to enhance their participation and speed up the meeting. They can share notes with the members to improve collaboration and improve the quality of their minutes.