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When conducting remote board meeting, it’s crucial to have a solid structure to keep the discussion productive and on track. This is simpler when meeting participants have an agenda in place which guides them at all times. It’s also beneficial to distribute the agenda and any other documents to attendees prior to the meeting via a secure online board portal so they can take notes and add items to the agenda and review them prior to when the meeting starts.

Reducing distractions is another method to ensure an efficient remote board meeting. The ideal scenario is for participants to take the call in a quiet office or home environment that isn’t surrounded by lots of distracting noises. This reduces the likelihood that they will tune out and miss important details that are being discussed in the meeting.

It’s also a good idea to request participants to mute their microphones when not speaking, to lessen background noise that could distract the meeting. Lastly, the designate minute-taker must make sure to record all motions verbatim, and also who initiated the motion and who seconded it. This is crucial for keeping the record in a clear manner that can be used as a source of reference or for legal reasons in the future.

It’s also important to stick to the time limit you have set for each item on your agenda to avoid the meeting from dragging on unnecessarily. You can encourage a productive meeting by urging attendees to park ad hoc topics in a parking lot to ensure they don’t distract from the main discussion.