If you’re using a board management software, ensure that it has secure storage for documents. You should ensure that everyone in your company have access to the documents they are handling from financial reports to governing documents. You should also think about informative post implementing a portal software that lets members communicate and make comments on documents before meetings, or even during the meeting.

It is essential to communicate clearly in advance of the meeting to remind board members of the meeting and any necessary documents. Send the agenda and all supporting materials at least a week prior to the meeting to ensure that everyone has time to review the agenda and be prepared for the meeting. Inquiring for feedback from your board prior the meeting is an excellent idea. This will give you the opportunity to address any concerns that may arise.

Virtual boards are comprised of a variety of people who have their own schedules and obligations. If possible, plan virtual meetings at times that the majority of members are present. Avoid early mornings, late evenings, and regular breaks. If this isn’t possible you can use a tool to find the most convenient time for everyone.

It’s essential to establish some ground rules for virtual meeting etiquette. For example it’s recommended to turn off your microphone when you’re not speaking and hold meetings in a quiet place with no distractions. It’s also helpful to be able to have a designated minute-taker for each meeting that can keep the discussion on point and note all motions and discussions verbatim.