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It is important to establish a framework that keeps the discussion focused and productive when conducting a remote board meeting. This is easier when the meeting participants have an agenda that is a guideline for them throughout the meeting. It’s also helpful to send the agenda along with any related documents to attendees ahead of time via a secure online portal where they can note down notes or add items and then review them before the meeting starts.
Eliminating distractions is a different way to ensure a successful remote board meeting. It is recommended that participants take the call from a quiet home or office location that doesn’t have lots of distracting noises. This will lower the chances that they’ll tune out and miss the important points to be discussed during the meeting.
Additionally, it’s recommended to ask participants to mute their microphones if they’re not speaking to reduce distractions from background noise during the meeting. The person who takes minutes is required to record every motion verbatim and also include who made the motion as well as who seconded. It is essential to keep the record in a clear manner that can be used as a reference or for legal purposes in the future.
It is also important to stick to the times you set for each agenda item to avoid the meeting from getting bogged down unnecessarily. You can promote an efficient meeting by encouraging participants to leave ad-hoc topics in a parking lot to ensure they don’t distract from the main discussion.
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