Virtual Board Meetings are an effective and cost-effective method for nonprofit directors to be involved. However, the lack of physical signals means that participants must be extremely attentive and capable of communicating clearly. It’s important to plan ahead and create a set rules that will aid in communication and avoid confusion.
These rules could include having all participants raise their hands in virtual exchange during the discussion, or using the software’s features for conferencing to announce the speaker’s name. It is also beneficial to have a system in place that lets the chairperson keep track of who speaks, so they can respond to the speaker and keep the discussion on track.
In the end, it is recommended that participants minimize distractions and shut down unnecessary programs on boardmaps their computer before the call starts. This will improve bandwidth and improve quality of the audio. It’s also good etiquette when you don’t want to contribute to the conversation to mute your microphone. This will help reduce background noise and increase the chance that someone else have the misfortune of hearing your comments.
Another suggestion is to plan shorter meetings as possible. This will allow attendees to maintain their focus and energy throughout the event, and also reduce the chance of suffering from “zoom fatigue,” which is the exhaustion resulting from being focused on tiny screens for an extended period of time. Meetings that are shorter also make it easier for attendees to accommodate the meeting times around their professional and personal obligations.