As boards of directors return to normal business, hybrid board meetings are fast becoming the normal. This new method allows nonprofit directors and trustees to participate in meetings remotely and also attend 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. However, hybrid board meetings can also pose challenges if not properly planned and executed.
A meeting’s success is largely dependent on the ability to effectively communicate between participants who are in person and those who are distant. Having a top-quality videoconferencing system with high-speed internet access is crucial, so that both in-person and remote participants can be heard clearly. It is a good idea to have a separate audio speaker for people in the room, and to give remote participants the possibility of sharing their screens in order to make it easier for them to follow the conversation.
The importance of having a clear agenda is also important. It helps keep the meeting on track and focused and can cause problematic if meetings go on too long. It is also helpful to schedule a break for participants in person so that they can reenergize themselves and remain productive throughout the meeting.
It is also a good idea to have a designated facilitator at each meeting, particularly during lively discussions. It is easy for those present in person to forget about their virtual counterparts and forget the tension caused by the fact that some have physical presence whereas others don’t. A facilitator can help balance these differences, and keep the group focused.