Planning and Executing Hybrid Board Meetings

As governing boards return to regular activities, hybrid meetings are becoming more frequent. This new format lets directors and trustees of non-profit organizations to participate remotely in meetings and attend in person at a later time. This is beneficial for many boards, since it alleviates the need to accommodate limitations on travel and quarantine periods. Hybrid board meetings can be a challenge when they’re not planned and executed properly.

The success of a conference is dependent on the ability to effectively communicate between participants in person and those who are remotely. Having a top-quality videoconferencing system with high-speed internet is essential, to ensure that both in-person as well as virtual participants can be heard clearly. It is a good idea to have a dedicated audio speaker for participants in person, and also to give remote participants the possibility of sharing their screens in order to make it easier for them to follow the discussion.

A clear agenda is important. This will help keep the meeting on track and on point and avoid the issues that can arise if meetings are held for too long. It can also be beneficial to include a short break for those who attend in person to help them reenergize themselves and remain productive throughout the meeting.

It is also a good idea have a designated facilitator for each meeting, especially during lively discussions. It is easy for those who attend https://itsboardroom.com/top-tips-for-dealing-with-difficult-board-members/ in person to forget about their virtual colleagues and overlook the discord created when some have a physical presence and others don’t. Facilitators help balance these disparities and keep the board focusing on the most important issues to be addressed.