As governing boards return to normal business meeting in hybrid format, they are quickly becoming the standard. This new method allows directors and trustees of nonprofit organizations to participate in meetings remotely and also attend in person at a later time. This is beneficial for many boards, since it helps accommodate the travel restrictions and quarantine time. However the hybrid board meetings could also be problematic if they’re not planned and executed properly.
One key element of an effective meeting is clear communication between in-person and remote participants. A high-quality video conference system with high-speed internet is vital to ensure that both virtual and in-person participants can be heard clearly. It’s a good idea to allow attendees in person to have their own audio speaker and remote attendees to be able to share their screens to make it easier for them to listen to the discussion.
The importance of having a clear agenda is also important. It helps keep the meeting on track and in the right direction which can be problematic if meetings go on for too long. It can also be beneficial to have a quick break for participants in person to help them reenergize themselves and remain productive throughout the meeting.
It is also a good idea to be able to assign a facilitator for every meeting, especially during lively discussions. It is easy for people in person to forget their virtual counterparts and overlook the imbalance caused by those who have physical presence, while others aren’t. Facilitators help to manage these disparities and keeps the group focused on the most important issues at hand.
