As governing boards return normal activities, hybrid board meetings are rapidly becoming the norm. This new system allows trustees and directors from nonprofit organizations to participate in meetings from home, while also allowing attendees to attend in person at a later time. This is a wonderful option for many boards since it does not have to accommodate quarantine periods and travel restrictions. Hybrid board meetings can be challenging when they aren’t organized and conducted in a proper manner.
A key component of an effective meeting is clear communication between remote and in-person participants. It is crucial to have an advanced video conference system that allows both in-person as well as virtual participants to be heard clearly. It is recommended to use a dedicated audio speaker for the participants in person, and also to provide remote attendees with the opportunity to share their screens to make it easier for them to follow the discussion.
A clear agenda is important. This can help to keep the meeting on track and on the right track this is a problem that can arise when meetings are held for too long. It is also beneficial to have a quick break for participants in person so that they can recharge themselves and remain productive throughout the meeting.
It is also a good idea to have a facilitator for each meeting. This is particularly important in lively discussions. It is easy for attendees in person to forget about their virtual counterparts and disregard the imbalance created when there is a physical presence and others do not. Facilitators can help bring balance to these differences and keep the board on track.