Planning and Executing Hybrid Board Meetings
As governing boards return to normal business meeting in hybrid format, they are fast becoming the normal. This new method lets directors and trustees of non-profit organizations to participate in meetings remotely and attend in person at a later date. This is great for many boards as it eliminates the need to accommodate the travel restrictions and quarantine time. Hybrid board meetings can be problematic when they aren’t planned and implemented properly.
The success of a meeting is dependent on the ability to communicate effectively between participants in person as well Board Meeting as those who are located. Having a top-quality videoconferencing system with high-speed internet access is essential, to ensure that both in-person and virtual participants can be heard clearly. It’s a good idea for in-person attendees to have their own audio speaker and remote attendees to be in a position to share their screen to make it easier for them to listen to the conversation.
A clear agenda is important. This can help to keep the meeting on track and on target This is a problem that could arise if meetings are held for too long. It is also beneficial to provide a brief break for the in-person participants so that they can recharge themselves and remain productive throughout the meeting.
It is also a good idea to assign a facilitator for each meeting. This is particularly crucial in lively discussions. It is easy for people who are present in person to forget their virtual colleagues and forget the tension created by the fact that some have physical presence whereas others aren’t. A facilitator helps to balance these differences and keeps the board focused on the most important issues to be addressed.