A remote board meeting takes place via video conference call, in which the board members do not physically meet. This method of conducting business became increasingly popular during the coronavirus epidemic and will probably continue to be used following the pandemic.

The use of the appropriate tools is essential to a productive and efficient remote board meeting. All materials should be made available to board members prior of the meeting. This will save you time and prevent confusion during the meeting. It’s also helpful to record the meeting particularly when it’s a longer meeting or a topic that has a large amount of discussion.

Encourage board members to be aware of their surroundings when they are logging into the meeting. Distractions like the barking of a dog, noisy street noises, or even the slight noise of a TV in another room can distract and make it difficult to concentrate during the meeting. In the ideal situation, board members should be at the point of signing in from a quiet office with a closed door.

It’s crucial to make a note of every board member’s presence at beginning of the meeting. This ensures that everyone is in attendance and sets the tone of the meeting. After each item on the agenda, it’s useful to ask for feedback. This encourages participation and engagement, even from remote members. The board can decide to act based on the feedback received after the meeting, if it so chooses.