Virtual Board meetings are an efficient and cost-effective option for non-profit directors to be involved. However, the lack of physical signals means that the attendees must be particularly attentive and capable of communicating clearly. It is crucial to plan ahead and come up with a set rules that will enable you to communicate and avoid confusion.
This could mean the requirement that everyone raises their hands in virtual exchange during the discussion, or using the tools of conferencing software to announce the speaker’s name. It is also helpful to have a system in place that allows the chairperson to keep track of who speaks so they can respond to the speaker and keep the discussion focused.
It is also recommended that participants limit any distractions and close all unnecessary programs before the call begins. This will optimize bandwidth and improve audio quality. It’s also a good idea in situations where you don’t want to contribute to the conversation to turn off your microphone. This will cut down on background noise, and also the chance that someone else accidentally hear your comments.
Another suggestion is to plan the meetings as short as is possible. This will responsibilities of a corporate secretary help attendees keep their focus and energy during the meeting, and reduce the risk of “zoom fatigue” — the fatigue that comes from being focused on tiny screens for an extended period of time. Meetings that are shorter allow attendees to fit the event into their schedules for both professional and personal.