When it comes down to remote board meetings participants feel less compelled to attend than when they are in person. It’s easy to succumb to the temptation to check your email, eat some food, or pick up the phone. You can get over most of these challenges by conducting your meetings efficiently. The following best practices will help keep your virtual meetings on schedule as well as secure and efficient.

Use a reliable online portal with board management software, which includes agenda creator, video integration and other useful tools like document centers and task managers. These tools allow you to organize meetings without having to leave the portal and ensure that everyone can access them regardless of the location, time zone, or device. It is recommended to assign a moderator to your meeting, as they will be able to oversee all of these systems and make sure that the technology is working efficiently.

Be sure to send out reminders of meetings at least 24 hours before the call. This will help reduce the number of no-shows, and ensure that participants have all the necessary information to participate. In addition, use an agenda template that provides specific details for the call so that participants don’t get lost in the conversation.

If a member of the board is in a position to not attend a remote meeting, he or she must write a statement to the board, stating the reasons for their absence and describing any reasonable accommodations that are requested. The board will then decide whether the excuse is legitimate. The board must be fair and consistent throughout the process which isn’t always easy.