Decision-making in virtual meetings: Checklist

Be extra vigilant preparing the agenda and pre-read material

• Stick to the essential discussions – and focus the agenda
• Eliminate long verbal presentations
• Make sure the pre-read papers are clear on what is being asked of the Board
• Check the legal formalities for your meeting (quorum requirements, location?)

Check the technical logistics

• Include a video link and encourage all participants to be in “Video On” mode
• Ask all participants to join in 5-10 minutes before the start
• Try out the document sharing facility if needed

Set the ground rules

• Instruct participants to: wear headphones; prepare their own meeting environment (lighting, camera angle, Wifi connection, check security/confidentiality)
• Instruct participants to: use mute; turn off video if leaving room; take calls elsewhere
• Take a roll call and help everyone know who is present and who has joined
• Secure the meeting: check on joiners, keep flagging up confidentiality
• Set out the rules on how to intervene
• Define use of chat box or simple oral question to allow questioning
• Work out mechanism for voting/indicating clearly agreement or dissent

For the Chair