The pandemic prompted many non-profit organizations to reconsider how they organize board meetings. Instead of compromising the health and safety of staff and board members certain nonprofits have turned to hybrid meeting formats that allow them to accommodate both in-person and remote attendees. Hybrid board meetings can be frustrating for everyone if they are not properly planned and equipped with the appropriate tools.

The best method to ensure a smooth and productive board meeting experience is by utilizing a dedicated online collaboration tool like BoardPro that allows you to prepare effective and precise agendas. Setting an agenda with clearly defined objectives and time limits for discussions can help your board remain on track and meet its objectives within the time allotted. The software also comes with various features that make the meeting more interactive and productive, such as private mode, anonymous voting, and digital whiteboards.

A virtual voting system is an important element to consider for an integrated meeting. This feature can remove social and geographic obstacles to increase diversity on your board and make it easier to be a part of the decision-making process for all attendees. BoardPro’s virtual voting feature allows you to swiftly and accurately record votes online. It has an anonymous voting option so that decisions that are sensitive can be taken without compromising board integrity.

Finally, it’s essential to offer remote participants simple-to-use video technology to enhance the experience of meetings. Some companies have self-focusing cameras, such as the Owl Labs’ self-focusing Meeting Owl, that automatically will focus on data room for business deals and how to operate with it the person talking while displaying everyone else on screen. This helps to make the meeting more exciting for people who aren’t physically in the room, and can help reduce the feeling of disconnection that a lot of remote participants experience during an event that is a hybrid of board meetings.