3 best practices for running virtual board and leadership meetings

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With the COVID-19 crisis, we face unprecedented times. Fortunately, while working remote is the new status quo, community banks have already been at the forefront for some time of adopting remote-ready digital technologies like web conferencing and board meeting management systems.

If you have board management software already in place, best practices, tips, and guidance on remote leadership using board management software can be viewed here.

For community banks who have transitioned to virtual meetings, here are three remote meeting best practices that will help you navigate and thrive.

  1. Address the basics – A well-managed meeting
    During a crisis, convening meetings with leaders and boards can seem like a grueling task. So, keep it simple. Address the “why, when, and where” in a manner that is easy to remember and access by all. But don’t stop there. When you send your meeting details with the conference link and dial-in, make sure that joining a meeting from anywhere is easy. From a practical standpoint, ease of joining is essential to avoid failing to reach a quorum, which can be a critical issue when resolving business decisions. To help community banks, ICBA’s preferred provider, OnBoard Board Management Software, recently announced a Zoom integration.
  2. Enable actionable meetings with compliant and agile decision-making tools
    Bank leaders, boards, and committees are working around the clock reviewing policy changes, amending bylaws, and evaluating requests on a case-by-case basis. Make it easy for them to govern and stay compliant with decision-making tools that make meetings actionable. Whether it’s e-signatures, digital votes, or digital approvals, a simple tool can help scattered teams stay action-first and effective. A great example is First National Bank of Texas, which adopted a board management software with built-in e-signatures and approvals to empower their loan committee. Spread across three states, FNBT has maintained full compliance and audit readiness, is processing loans faster, and providing a better customer experience.
  3. Engage your remote board and committees
    You might already be asking: “How do we stay engaged if we can’t meet?” Paroon Chadha, CEO of Passageways, cautions against creating confusion that inherently comes from uncertainty. A clear crisis response and communication plan alongside your boards’ buy-in can help create certainty. We work better together. Streamline all communications and give your teams the ability to access information in a convenient and timely manner wherever they are. Engage participants during a meeting with virtual icebreakers, direct questions, and face-to-face video interactions.

Efficient remote meetings are imperative during a crisis
It’s imperative to ensure that you implement the right technology to run remote meetings efficiently. If you prepare well, use the right tools for your bank, and follow up after the meeting, you can conduct a successful remote meeting.

Not sure what you need to look for in a board portal? This previous post in Independent Banker should help!

What to do next
For additional resources to help you navigate the current crisis, visit the OnBoard Covid-19 resource center.


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