Tips for Conducting Virtual Meetings

20 May

With online meetings to remain with us as a result of COVID-19 workplace changes and the current AGM season in full swing, it may be a good time to refresh on tips for conducting virtual meetings.

From an AGM view of the world the legislative changes in Australia that are in force until September allow for AGMs to be conducted 100% online. The key directive within these updates is to ensure that those running the meeting must make certain that members have the opportunity to fully participate and are not disadvantaged by conducting the meeting online.

The following tips apply to all meetings; from team to Board to AGMs and have been written so you can cherry pick what is relevant to the circumstances.

Hosting

Always ensure there is a host for the meeting – suggest someone other than the Chair for larger meetings. For AGMs the Company Secretary would be the obvious choice.

Rules

Rules of the online meeting should be included on the invitation by the host such as:

enter the meeting on mute (or the host can set that up by one click of the button);
if you have headphones please use them as it cuts out background noise;
ask a question either by typing in a chat box selecting who the message goes to by a drop down menu just above where you type, or by physically raising your hand and waiting for the Chair or host to acknowledge you – then releasing you mute button;
ensure a minimum of other applications are open on your pc/laptop and if possible, ensure no streaming is taking place by others using your internet throughout the meeting;
for AGMs participants should register to join the meeting, so attendees can be recorded; and
for AGMs, Board or Committee meetings, setting a rule that if people leave early, they advise the host so its recorded in the minutes, is recommended.

Slide Shows and Sharing Screens

Are the presenters at the meeting having a slide show and video (so sharing their screens) and have they done this before? Trial runs can be useful to make the presenter more comfortable. This helps ensure that the information shared, i.e. reports/presentations is what people are concentrating on, rather than the way it is presented and goes to enabling all to participate fully in the meeting.

Be Inclusive, Concise and Clear

The Chair should be very clear throughout the virtual meeting whether the item is for noting/information only, for discussion or for decision and ask for input accordingly. Again, and in line with the legislative updates, this is to ensure that those who have not attended a virtual meeting before now do not feel disadvantaged and are afforded an opportunity to participate fully in the meeting.

Online Early

For AGMs or any larger meetings, the host should be online 15 mins before and have sent the invitation out again with papers etc one hour before the meeting ensuring ease of access for all members.

Roll Call

At the beginning of any statutory or formal management meeting the host should run a roll call to ensure that all attendees are recorded. It’s also an opportunity to go through the rules again – re mute, chat, raising hands, etc as a reminder.

Technical Disruptions

If the meeting is disrupted due to technical issues, it can be a better option to call a short adjournment and conference call meeting participants rather than persist. It is also good risk mitigation strategy for statutory meetings, so the meeting can be completed.

Communicating between meeting administrators/organisers during the meeting

If the Company Secretary, CEO or Chairman need to communicate with each other during the meeting (about the process, etc) texting is best as it keeps it offline to participants.

Video Conferencing Providers

There are hosting services for larger meetings and without any form of recommendation of software available, it can definitely improve outcomes for busy/larger groups.

Feedback

After the meeting ask attendees for feedback; continuous improvement is always useful.

Author: Lisa Maddocks, Partner nem Australasia

This article is based on research and opinion available in the public domain.

Sources: Governance Institute of Australia & AICD – COVID-19 Resources April 2020

Author: Lisa Maddocks, Partner nem Australasia