As nonprofits shift from in-person meetings and virtual calls it is essential that board members are aware of how to ensure that these meetings are running smoothly. If participants are in the same room or across the globe, there are numerous factors that can impact the quality of a meeting. For instance, a person may experience technical issues such as a frozen screen or the sudden loss of audio. When these issues do occur the best method to prevent them from happening is to prepare in advance.
Making an agenda ahead of time allows attendees to get insight into what’s to come and offer feedback on possible issues prior to the meeting. This will also make the meeting more efficient because participants can focus on the most important issues. The agenda should be able to include items in order of priority, and assign time slots for each subject. The agenda should also include an approximate time for the meeting to ensure that attendees adhere to the agenda and don’t exceed their allotted time.
Another way to ensure that a lively meeting running smoothly is to incorporate the teleconference tool that allows participants to share their computer screen with the rest of the team. This is especially beneficial if the board needs to present financial reports, committee reports, or any other type of document that requires visual representation.
Moreover, this feature enables users to make instantaneous changes to a file being shown to the group. This is especially beneficial if the group is looking over an Excel spreadsheet or another data-driven report.
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