A video conference enables remote board participants to see one another, even if they use different kinds of devices. Nonprofits can choose from a variety of low-cost or free video conference platforms for their meetings, such as Zoom, GoToMeeting, WebEx and Google Meet. Nonprofits can also make use of board management software with an interface for meetings that permits remote participation.

The ability to see the faces of participants can lead to more interactive and participatory meetings. To ensure everyone can be heard, the chair should call on board members who haven’t spoken, and limit the number of people who speak at the same time. This ensures that the discussion doesn’t become dominating by one person and helps ensure a balanced decision-making process. To cut down on background noise, ask attendees to turn off their mobile phones and use the muted button when not speaking.

Some directors are not familiar with a virtual environment and are reluctant to speak up which can hinder their participation and the effectiveness of the meeting. This can be addressed by using an easy-to-use interface for meetings or a training session that helps attendees become familiar with the system, and encouraging them practice before the meeting. The board may also establish a strict agenda that limits the duration of each item in order to ensure the meeting runs smoothly and the desired result is reached. Board members can highlight digital documents and take notes to increase their participation and speed up the meeting. They can share their notes with other members to encourage collaboration and improve the quality of their minutes.

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