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The Boardable Virtual Meeting Toolkit

How to Organize and Run a Virtual Meeting Using Boardable

Many boards are setting up their very first virtual board meeting or considering adding remote board members. Whatever your nonprofit board’s reason for going virtual, it’s crucial that you have the right tools and processes. Here are a few ways you can facilitate a great virtual meeting using your Boardable portal.

If you're planning to conduct a virtual board meeting soon, Boardable has the tools needed to help you be successful. Read other tips for making your virtual meeting productive here.

Setting up your meeting for success.

Make sure all of your board members have logged into Boardable and have downloaded the mobile app. If they haven’t had a chance to log in yet, go ahead and resend their invitation to get them up and running. For the most reluctant board member, suggest a quick video to help them through the first log in. Once they log in the first time, they will see just how easy it is to use.

Create your upcoming virtual meeting in Boardable.

As you set up the meeting details (date, time, description, attendees, and location) find a conferencing tool to use for audio/video and add the information to the Remote URL field

If you haven’t picked a video or audio tool here are a few that can get you started:

  • Google Hangouts
  • Pragli
  • Zoom (If the meeting is over a certain length you will have to pay a subscription fee)
  • Skype
  • Slack
  • Uberconference

After you have saved your meeting details you can build an agenda right inside of Boardable. If you have a preferred format it will take minimal time to transfer it into Boardable. You can save a template of your favorite agenda and reuse it whenever you want.

In the agenda, to facilitate the transition between topics, make sure each of them is assigned to a person and a time is set for each item.

Here are a few other tips that can be stated at the start of your meeting and added as an agenda item.

  • Mute your microphone, if not speaking.
  • One screen / monitor open for the meeting; close unnecessary tabs.
  • Encourage to share camera and be camera-ready.
  • Be understanding of babies and pets! 
  • Raise your hand or submit a chat if you have a question.

For a collaborative meeting, add links to shared documents such as Google Drive, Dropbox, or Onedrive. If you don’t need to collaborate on the document, upload them straight into the agenda. Board members can follow along during the meeting and reference each document in order. They can even view them in one packet with the board packet quick print or PDF feature in Boardable Professional or Enterprise plans.

Remote URL Meeting field features integrates virtual nonprofit board meeting information into your agenda.

Include the meeting details and virtual meeting link in the agenda.

You can include polls in the meeting to conduct voting or decision making. Create the poll prior to the meeting so it is set up to collect all votes or answers. 

After you have added all the relevant information to the meeting, publish the meeting. Your attendees will now be able to RSVP and prepare appropriately for your upcoming meeting. 

A few other options that we provide for meetings extend outside of your organization. Enable a public meeting page to share meeting details, agenda, and minutes with a wider audience. 

Running a meeting in Boardable.

Running the virtual meeting requires a different level of facilitation than in-person. We recommend assigning roles so the meeting can flow as smoothly as possible.

Here are a few duties you can assign: 

  • Designated facilitator – This is a different person than the one taking notes. Who is in the driver’s seat of screen sharing?
  • Designated timekeeper – Someone should keep track of if everyone is adhering to the agenda times.
  • Designated notetaker – This might be your board secretary or admin.
  • Technical point person – They should test the screen share. Try captions. Ideally, they are able to help w/technical troubleshooting so the entire meeting doesn’t get derailed by simple logistics.

Careful planning and the right tools are necessary for effective virtual board meetings. By researching some simple digital solutions and maximizing your Boardable account, you can have a great meeting from anywhere.

Want to know how your nonprofit board of directors and staff can be more productive and efficient through the use of technology? With Boardable’s board portal, you can centralize board information and communications, where everything (and everyone) is just a couple of clicks away. Click below to get started with Boardable.

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