As boards of directors return to normal operations, hybrid board meetings are rapidly becoming the normal. This new format allows trustees and directors from nonprofit organizations to participate in meetings remotely, but also allows for in-person attendance at a later date. This is a fantastic option for many boards since it doesn’t have to accommodate quarantine times and travel restrictions. However the hybrid board meetings could also be problematic if they’re not properly planned and executed.
One of the most important aspects of a successful meeting is clear communication between in-person and remote participants. It is essential to have a high-speed video conference system that allows both in-person as well as virtual participants to be heard clearly. It is a good idea to have a dedicated audio speaker for the in-person participants, and to provide remote attendees with the option of sharing their screen in order to make it easier for them to follow the discussion.
Having a clear agenda is also important. It helps keep the meeting on track and in the right direction which could be a problem if meetings last over a long period of time. Additionally, it can be beneficial to include a break for attendees who are in person to let them reenergize themselves and remain productive throughout the meeting.
It is also a good idea to have the facilitator for each meeting. This is especially important in lively discussions. It is easy for those in person to forget their virtual counterparts and overlook the imbalance created by some having a physical presence while others don’t. Facilitators can help balance these disparities, and keep the board on track.