As governing boards resume regular business the hybrid meetings are becoming more common. This new system allows nonprofit trustees and directors to attend meetings remotely and also attend in person at a later time. This is a boon for many boards because it eliminates the need to accommodate the travel restrictions and quarantine time. However, hybrid board meetings can also pose challenges if not planned and executed properly.
A key component of a successful conference is clear communication between remote and in-person participants. It is crucial to have a high-speed videoconferencing system that allows both in-person and virtual participants to be heard clearly. It’s a good idea for attendees who are in-person to have their own audio speakers and remote attendees to be able to share their screens to make it easier for them to follow the discussion.
A clear agenda is important. This can help to keep the meeting focused and on target this is a problem that may arise if meetings are held for too long. It is also beneficial to schedule a break for those who attend in person to help them reenergize themselves and remain productive throughout the meeting.
It is also a good idea have a designated facilitator for each meeting, especially during lively discussions. It is easy for attendees in person to ignore their virtual colleagues and ignore the imbalance that is created when there is a physical presence and others don’t. Facilitators can help bring balance to these differences, and keep the board focused.