As an officer on a board is a responsibility to make important decisions that affect the future performance of your company or organization. In many cases you’ll take decisions in a meeting of the board. It is vital that everyone present be focused and engaged. If your board meeting is conducted in a remote location, it can be difficult to keep everyone’s attention. This article will explain how to organize a remote meeting that will maximize the effectiveness and efficiency of your board.

Make sure that all participants have access to the information about the meeting, documents and data they need to be productive. Consider sharing documents prior to the meeting, so that people can examine them prior to the meeting. This will reduce the necessity to ask questions when you can find the answers by reviewing the document.

Use slides to transition at the beginning of your meeting to highlight important details. This could include the consent agenda along with action items and financial reports. This will give your meeting structure and keep the conversation flowing.

Encourage people to speak up whenever necessary to increase participation. This can be done by calling the roll and announcing each person’s presence. It’s also recommended to avoid scheduling meetings around meal times, so that people don’t eat in front of cameras or distracting others in the room.

Before the meeting starts conduct a tech-check to ensure that there are no interruptions or technical errors that could eat up valuable time. It’s not unusual for people to miss this step, so send an email reminder to everyone to walk them through the process of examining their microphones, software and cameras prior to the meeting starts.