https://protectednetwork.org/guardians-of-data-navigating-boardroom-security-with-confidence/

The quality of your board meeting is contingent on the amount of work that members perform prior to each meeting. Online meetings are more productive and efficient if participants prepare. A well-prepared team is also more likely to stick to the agenda and make sure they don’t get sidetracked by divergent thoughts.

It is essential to clearly communicate to board members from remote locations how they can participate in meetings. It is best, for instance to remind members to mute themselves when speaking, and only speak when they are asked to. This will prevent people from arguing or leaving the room without feeling heard. It is also essential for the convenor to inquire participants if they need help with a technical issue prior to getting started.

It’s also beneficial to include the rules for meetings that are virtual in the board member’s orientation materials to ensure that everyone has a good understanding of what is expected of them before, during, and after the meeting. It’s crucial, for instance to communicate the agenda prior to the meeting and then to follow up the day or morning before to confirm the details. You could also offer the Zoom or meeting link to participants once more and remind them about any other preferences you might have (such as soliciting them to tune in to the meeting from a quiet space to limit distractions). It is recommended to add a placeholder for an executive session to every item on the agenda. Also, include it at the beginning of the meeting in order to avoid confusion.