Online boardroom meetings reduce the need for physical meetings and also reduce the cost of travel. Additionally, it offers flexibility for members who can take part from any location. But, as with any new technology there are some challenges when implementing this software. Board members need to become familiar with the software and have a good understanding of how it functions before using it properly. They must also establish clear communication protocols and expectations.

The most difficult thing is to ensure that all remote participants are actively engaged in the discussion. During an online conference it is easy for participants to get distracted and lose focus. Therefore, it is crucial to keep them focused by ensuring they can clearly hear the speaker. A clear agenda helps facilitate an efficient discussion, and stops the meeting from going over. Ideally the agenda should contain 20% fewer items to give enough time for discussion. It is also recommended to schedule the meeting in a time that is not overlapping with regular meal times in order to avoid eating in front of the camera. Additionally, the chair should insist that the board members utilize the mute button when they aren’t speaking so that background noise is not distracting.

The most important thing is to ensure that the virtual conference portal and the board portal are in sync. A high-quality solution will allow video calls and allow you to manage see both the video call as well as documents from a single source. The system will also make it simple for a board to download and view an agenda in PDF format, even when they are not online.