Even without the use of modern technology, holding meetings or meetings is an art form. There are plenty of tricks for setting up and running a meeting – especially if it’s a board meeting – so that everything goes perfectly. When it comes to virtual meetings using special software, it is important not only to prepare everything technically, but also to take into account the little nuances that can ruin everything.
If you are inexperienced in setting up virtual board meetings, here are 5 Ways to Provide Your Board Meetings, which will help to ensure that everything runs smoothly.
What should you consider when preparing for a board meeting?
So, to make your board meeting the best it can be, use our tips for setting it up:
- Set the agenda well in advance of the meeting. This not only informs board members of what to expect at the meeting, but also gives them an opportunity to prepare for it in the best way possible. You can specify not only the issues to be discussed, but also the time needed to discuss them. You can also select speakers for each of the items on the agenda.
- Make preliminary preparations. This step is necessary both for the direct organisers of the meeting and for the participants. Try to prepare in advance the venue of the meeting, collect all the necessary documents and equipment for the meeting. Particular attention should be given to the technical side of things: check in advance whether devices and headsets for the meeting work, whether communications work well, and whether all multimedia materials are of proper quality and accessible to meeting participants. If board members who are out of the office are expected to attend, connect with them a few minutes before the meeting.
- Try to create a relaxed atmosphere at the meeting. Discussing business can be a challenge for both meeting planners and attendees. Try to lighten the mood at the beginning of the meeting by taking a few minutes to have a casual conversation.
- Be considerate of all meeting participants. When working on the agenda, you, as the organiser, choose a chairperson for the meeting and its speakers. During the meeting, you should not only keep track of how the points in the meeting plan are being followed. It is also important to keep track of the time and how the discussion goes. If someone is more active and pulls focus, try to cool it down a bit (but in a respectful and respectful manner). Try to engage all participants in the meeting to have a constructive dialogue.
- Create an opportunity for discussion. After the meeting, leave an opportunity for everyone to share their impressions of the meeting. Set aside some time at the end of the meeting for this purpose, or compile an anonymous questionnaire and invite all participants to fill it out. This way you will know how it went and you can avoid potential mistakes when planning the next meeting.
It may seem that organising meetings for the board takes a lot of time and effort. In fact, the process is no more complicated than any other management task. Simple but effective tips can help avoid potential mistakes and turn organisational tasks into manageable tasks.