As boards of governing resume regular operations, hybrid meetings are becoming more frequent. This new method lets directors and trustees of non-profit organizations to be able to participate remotely at meetings as well as attend in person at a later date. This is great for many boards because it eliminates the need to accommodate the travel restrictions and quarantine time. However hybrid board meetings may be a problem if they’re not properly planned and executed.
One key element for a successful meeting is clear communication between in-person and remote participants. It is crucial to use high-speed videoconferencing that allows both virtual and in-person participants to be heard clearly. It is a good idea for attendees in person to have their own audio speaker, and remote participants to be capable of sharing their screen to make it easier to listen to the discussion.
A clear agenda is also important. This can help keep the meeting on track and focused and can cause an issue if meetings are too long. Also, it’s beneficial to allow a break for in-person attendees to help them re-energize themselves and continue to be productive throughout the meeting.
It is recommended to have a designated facilitator for each meeting, particularly during lively discussions. It is easy for those who attend in person to overlook their virtual counterparts and ignore the imbalance that is created when some are physically present and others do not. A facilitator can help balance the two groups, and help keep the board focused.