As governing boards return to regular operations meeting in hybrid format, they are becoming more common. This new format lets trustees and directors of non-profit organizations to attend meetings remotely, and allows the attendance of in-person at a later date. This is a great option for many boards as it eliminates the need to accommodate travel restrictions and quarantine periods. Hybrid board meetings can be a challenge when they aren’t planned and implemented properly.
One key element for a successful meeting is clear communication between in-person and remote participants. It is crucial to use a high-speed video conference system that allows both virtual and in-person participants to be heard clearly. It is recommended to have a dedicated audio speaker for the in-person participants, and to give remote attendees the possibility of sharing their screens to allow them to follow the discussion.
An agenda that is clear and concise is also essential. This will help keep the meeting focused and on point this is a problem that may arise if meetings run for too long. Also, it’s beneficial to include a break for those who attend in person, to allow them to re-energize themselves and remain productive throughout the meeting.
It is also a good idea be able to assign a facilitator for every meeting, particularly during lively discussions. It is easy for in-person attendees to forget about their virtual colleagues and disregard the imbalance created when some are physically present and others don’t. Facilitators help to manage these differences and keeps the group focused on the most important issues at hand.
