If you are using a board management solution, ensure that it has secure document storage. You want to make sure that the members of your company have secure access to the information they handle, from financial reports to documents governing the organization. Consider implementing a software portal that lets members easily comment on and share documents prior to meetings, or even during meetings.

It’s important to have an open communication prior to the meeting to remind board members of the meeting as well as any other documents required. Make the agenda available along with any other materials supporting it at least a week prior to the meeting so that everyone has the opportunity to review and come into the meeting prepared. It’s also a good idea to ask for any additional feedback from your board in advance of the meeting, which will allow you to address any concerns prior to when they arise during the meeting.

Virtual boards consist from a variety who have their own schedules and commitments. If possible, plan virtual meetings during times that the majority of members are available. Avoid early mornings, late nights and common breaks. If that’s not possible, consider using a digital scheduling tool to help you choose a times that work for as many people as is possible.

It is important to establish guidelines for virtual meeting manners, like muting the microphone when speaking and conducting meetings in a peaceful space free of distractions (including messy desks!). It’s also helpful to have a my blog designated minutes-taker in each virtual meeting who will keep the discussion on track and take notes of all motions and decisions in a written format.