After a 2020 where we were forced to train video meetings , shouldn’t technology problems and lack of communication be a thing of the past? Well, problems rarely go away on their own. We have listed practical tips that lift your video meetings to a professional level.
Before the video meeting with the board
In order to ensure efficiency at the board meeting, some preparation is required. In order for everything to flow smoothly, it is important to keep track of the technical, prepare everyone for what is expected of them and how the meeting will be controlled.
1. Invite participants
Invite all participants to the meeting well in advance. The easiest way to do this is to send invitations via the board portal or video meeting service you use. There are many free video services to make use of. For example, Microsoft Teams, Google Hangouts, Zoom or Whereby.
2. Set a digitally customized agenda
Just like before a regular board meeting (and all meetings for that matter), it is important to set a clear agenda in advance. It is the fastest route to an effective meeting. Perhaps it’s also time to include current topics as a result of the new, digital life – changing customer behavior, new cost patterns and the company’s adaptation.
3. Define meeting rules for the video meeting
Who should talk, and when? Is video a requirement or is speech enough? Things that are usually picked up via body language and harklings, must be regulated when the meeting takes place remotely. All participants should therefore be given a list of simple meeting rules to relate to. These should be checked with everyone so that you have a consensus on the board.
Checklist for virtual board meetings
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4. Determine how polls are conducted and how decisions are made
Votes can be conducted by acclamation or roll call voting. At a digital board meeting, it is often easiest to use a show of hands as a decision-making method.
5. Send out the meeting information well in advance
All members who are to attend the board meeting should be given access to the agenda and meeting rules in good time. It streamlines the meeting for everyone.
6. Help with the technical aspects of the video meeting
If some participants have less technical experience than others, you can offer to help with the technology required to be able to conduct the meeting. o you avoid any problems once the meeting is to take place.
7. Check security
Confidential information can end up in the wrong hands if security is not checked in distance meetings. Make sure that you use a service that can handle sensitive information in a safe way, this applies to both board portal and video service
8. Test the technology
The meeting participants can advantageously show up in good time to have time to check the technology before the meeting begins. The meeting leader should join the meeting 10-15 minutes in advance to be on hand for any technology tests. This is so important that it can be a fixed item on your digital agenda.
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Tips during the video meeting
Wit and etiquette during video meetings have become a hot topic. When Members are in their home environment or on the go, it is easy to compromise on the level of professionalism and courtesy. If you meet via video link, this is at least as important as in a physical meeting – but requires greater consensus and preparation on the part of all participants.
9. More importantly, have a clear leader
As a rule, it is the chairman of the board who leads meetings, and this also applies remotely. As a remote meeting leader, you are responsible for the beginning and end of the meeting, that the technology works and that everyone sticks to the topic and knows when they are expected to speak and when.
10. Think about the background
Avoid distractions during the meeting by peeling off the background. Too much clutter and clutter makes it harder for other meeting participants to stay focused on what you’re saying.
11. Show your face
Eye contact is important during video meetings. The optimal position for the camera can be found when the upper part of the shoulders, your entire face and some air above your head can fit in the video image. Also remember to have good light, without being dazzled yourself.
12. Be present
It’s hard to be on the alert with your eyes on the camera for a long time. Still, try to show that you’re focusing and keeping up by occasionally looking into the camera. Never look away from the screen and never engage in other things during the meeting.
13. Use headsets
The sound often gets better when using a headset.
14. Mute the microphone
To avoid unnecessary distractions in the form of barking dogs, pattering rain against window panes and traffic noise, it is good if everyone has their microphones turned off until it is their turn to talk.
15. Let everyone have their say
It is difficult to take for yourself during video meetings in the same way as during physical meetings. In addition, we are all differently experienced by the technical features. Therefore, it is important to walk the team around on issues where input is required. It is important that everyone is allowed to express their opinion.
16. Turn off video if necessary
If there are many participants at the board meeting, it can sometimes be a bit slow and choppy, as the video calls can affect internet connectivity. Be sensitive to when such problems occur and then turn off the video. Sometimes it is enough to hold the meeting via speech, at least occasionally.
17. Take advantage of screen sharing
Most video calling services available on the market offer the ability to share their screen view with the rest of the participants. Often you can choose to share selected parts, such as a Power Point presentation or an email. It’s an effective way to share up-to-date quotes and reports with other board members.
After the board meeting
When the video meeting with the board is over, some important things remain to remember in order to tie the meeting process together in a good way.
18. Compile documentation and protocols
The requirements for documentation after the board meeting look the same when the meeting takes place remotely. The minutes of the meeting should contain the date of the board meeting, a list of participants, the decisions made and other things. The protocol should then be stored in numerical order in a secure manner. Boardeaser offers a complete solution for protocol writing.
19. Sign minutes
Today, it is easy to sign documents and protocols online via e-signing. Adjust, approve and e-sign the protocol with each member’s BankID.
20. Collect feedback
Everything can be improved. Collect feedback from the participants after the meeting to raise the conditions for a more successful meeting next time. A couple of simple questions about how the meeting felt and if something did not work out optimally can be enough.
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