When conducting a remote board meetings, it’s important to establish an effective structure to keep the discussion efficient and on track. It’s easier to keep the discussion on track when participants have an organized agenda. It is also useful to send the agenda along with any other documents related to it to the attendees through an encrypted board portal prior to the meeting so they can take note, add items and review them before the meeting begins.

Another method to ensure an effective remote board meeting is to reduce distractions as much as possible. Participants should be able to attend the call in a peaceful setting, such as a home or office. This reduces the likelihood that they’ll be distracted and miss important details to be discussed during the meeting.

It’s also a good idea to ask participants to turn off their microphones if they’re not speaking to further decrease background noise that could distract the meeting. The person who is designated to take minutes must make sure to record all motions verbatim, as well as who made the move and who voted for it. This is crucial best call tools to keep a complete record of the meeting which can be used for references or for legal reasons years down the road.

Also, it’s crucial to adhere to the times you set for each agenda item in order to prevent the meeting from dragging on in a way that isn’t needed. You can facilitate a smooth meeting by encouraging attendees to park ad hoc topics in a parking area to ensure they don’t interfere with the main discussion.