Hybrid board meetings have number of advantages over traditional in-person or completely remote meetings. They can help non-profits overcome geographical barriers, connect with a broader range of perspectives, increase inclusion and boost participation. They also have particular challenges that must be addressed to ensure that the model succeeds long-term.
It is important to keep these concerns in mind when you are drafting strategies for board meetings. To that end you should consider conducting an assessment of your hybrid meetings to understand the things that are working and what’s not. This will help you prepare for the future and ensure that remote participants feel as engaged as those who are in the room.
One of the main concerns with hybrid meetings is that in-person attendees talk too much, leaving distant members out of the loop. To prevent this from happening chairpersons must be careful and well-organized when taking comments from members. Digital collaboration tools like whiteboards that are online can make this process more efficient and facilitate a more balanced discussion that allows all board members to be heard.
Another important aspect is to ensure that remote directors can see and hear the participants in person clearly. This requires top-quality audio and video equipment, which is easy to create for hybrid meetings and must be accessible to all attendees.
It is crucial to set the mood for discussion at the start of a hybrid gathering by using warming exercises and icebreakers. This will help everyone to settle in and begin the discussion. It is also important that remote members have access and can view every board document prior to the meeting. It is easy to accomplish this by using an online board portal that automatically updates your documents on addition.