Virtual board meetings can be a cost-effective and effective way for nonprofit directors at all levels to be involved. However, the absence of physical signals means that participants must be extremely alert and able to communicate clearly. It is crucial to plan ahead and come up with a set rules that will assist you in communicating and keep your attendees from confusion.

These rules could include the requirement that all participants make a virtual gesture when they want to speak during the debate or using the capabilities of the software to announce their name when they speak. It is also helpful to have a system in place that lets the chairperson know who is speaking, so that they can respond to the speaker and keep the discussion focused.

It is also recommended that participants limit any distractions and close any unnecessary programs prior to when the call begins. This will optimize the bandwidth and improve quality of the audio. It’s also good etiquette in situations where you don’t want to interfere with the conversation by choosing to turn off your microphone. This will cut down on background noise and increase the possibility that someone else in the room could accidentally hear your comments.

Another suggestion is to schedule the meetings as short as is possible. This will allow participants to keep focus and energy throughout the meeting and lower the chance of “zoom fatigue” — a term used for the exhaustion resulting from focusing on small screens for extended periods of time. Meetings that are shorter allow attendees to incorporate the time slot within their schedules both professional and personal.

whichboardroom.com