The quality of your board meeting is contingent on the amount of work members complete prior to every meeting. Meetings online can be more productive and efficient when participants prepare. A well-prepared team is more likely to adhere to the agenda and ensure that they aren’t distracted by divergent thoughts.
It’s essential to communicate clearly to data protection best practices board members on the remote how they can participate in meetings. It’s best, for example to remind attendees that they should mute themselves when speaking, and only speak when they are asked to. This will stop people from talking over one another or leaving the meeting without feeling heard. Before a meeting begins the convenor must ask participants if they have any tech issues they require assistance with.
It’s also beneficial to include the rules for virtual meetings in the board member’s orientation materials to ensure that everyone has good understanding of what is expected of them before, during, and after the meeting. For instance, it’s important to send the agenda prior to the time of the meeting and to follow up with the participants a day or early in the morning prior to the meeting to confirm all the details, send them the link to the meeting or Zoom in a second time and remind them of any other preferences at the meeting (such as requesting that attendees listen to the meeting from an area that is quiet to avoid distractions). It is also recommended to include a placeholder for executive sessions to each agenda item and to include it at the beginning of the meeting to avoid confusion over whether there will be an executive session.
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