Planning and Executing Hybrid Board Meetings

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As boards of governing return to regular operations, hybrid meetings are becoming more common. This new system allows trustees and directors from nonprofit organizations to participate in meetings remotely, while allowing the attendance of in-person at a later time. This is an excellent option for many boards because it eliminates the need to accommodate quarantine times and travel restrictions. Hybrid board meetings can be difficult when they’re not designed and executed in a way that is efficient.

A key component of a successful meeting is clear communication between in-person and remote participants. It is crucial to have an advanced video conference system that allows both in-person as well as virtual participants to be heard clearly. It is a good idea to use a dedicated audio speaker for the participants in person, and also to give remote attendees the possibility of sharing their screens in order to allow them to follow the conversation.

Having a clear agenda is also important. This will help keep the meeting on track and on the right track This is a problem that can arise if meetings are held for too long. It is also beneficial to schedule a break for the in-person participants so that they can reenergize themselves and remain productive throughout the meeting.

It is recommended to be able to assign a facilitator for each meeting, particularly during lively discussions. It is easy for attendees in person to forget about their virtual colleagues and not notice the difference that occurs when some have a physical presence and others do not. A facilitator can help balance the two groups, and keep the group focused.