As governing boards resume regular business meeting in hybrid format, they are becoming more common. This new model lets directors and trustees of non-profit organizations to participate in meetings remotely as well as attend in person at a later date. This is a great option for many boards as it eliminates the need to accommodate the travel restrictions and quarantine time. However hybrid board meetings may also be problematic if they’re not planned and implemented properly.
One of the most important aspects of a successful meeting is clear communication between remote and in-person participants. Having a quality video conference system that is high-speed and fast internet is essential, to ensure that both in-person and virtual participants can be heard clearly. It is a good idea for participants in person to have their own audio speaker, and remote participants to be in a go to my blog position to share their screen to make it easier to listen to the conversation.
An agenda that is clear is essential. This can help to keep the meeting focused and on target and avoid the issues that can arise if meetings are held for too long. It is also beneficial to include a break for in-person attendees to let them reenergize themselves and remain productive throughout the meeting.
It is also a good idea to designate the facilitator for each meeting. This is especially crucial when there is a lively discussion. It is easy for people present in person to forget about their virtual counterparts and to overlook the tension caused by the fact that some have physical presence whereas others don’t. A facilitator helps to balance these disparities and keep the board focused on the most important issues to be addressed.