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If you're using a Board management software, make sure it offers secure document storage. Your organization handles a lot of documents, from financial reports to governing documents and you'll want to ensure that every member has access to the information. You might consider implementing a portal which allows members to comment on and share documents prior to meetings, or even during meetings.
It's crucial to have clear communication in advance of the meeting to remind your board members of the meeting and any necessary documentation. The agenda and all supporting materials a week before the meeting so that everyone can read the agenda and be prepared for the meeting. Asking for feedback from your board prior the meeting is also a great idea. This gives you the chance to address any concerns that might arise.
Virtual boards are made up from a variety with different schedules and obligations. If you are able plan your virtual meetings at times when most members will be available, avoiding early mornings or late nights and regular break times. If that's not possible you can use a digital scheduling tool to help you choose a times that work for as many people as you can.
It's essential to establish guidelines for virtual meeting etiquette, such as muting one's microphone when not speaking, and holding meetings in a peaceful space free of distractions (including messy desks!). It's helpful to have a person take minutes for each virtual meeting. This person will keep the discussion focused and take notes of all motions, decisions, and votes verbatim.