How to Prepare for Online Board Meetings

Online board meetings have become the norm for many nonprofits—offering flexibility, convenience, and greater access for geographically dispersed members. But virtual meetings also come with their own set of challenges, including tech hiccups, screen fatigue, and limited opportunities for organic connection. To ensure your next remote board meeting is efficient, engaging, and productive, here’s how to prepare for online board meetings.

Choose the Right Technology

Start by selecting a reliable, secure platform. Popular options include Zoom, Microsoft Teams, and Google Meet. Consider ease of use, breakout room capabilities, screen sharing, and compatibility with assistive technologies.

Before your meeting, test all features you plan to use. Make sure the platform supports everyone’s bandwidth and device needs. For sensitive board discussions, ensure your platform is password-protected and offers encryption.

Send Materials Early—and Digitally

Distribute your board packet at least one week in advance. This should include:

The agenda
Financial statements
Committee reports
Minutes from the previous meeting
Any supporting documents or proposals

Use platforms like Surfboard, or a shared Google Drive folder to keep materials organized and accessible. Encourage board members to review in advance and note any questions.

Set Expectations with an Agenda

A clear, time-bound agenda is essential—especially online, where distractions are abundant. List specific discussion items, who will lead each, and how long is allocated. Use consent agendas to speed through routine approvals and reserve more time for strategic discussions.

Want a template? Check out Board Effect’s sample board meeting agenda.

Clarify Roles and Tech Support

Assign roles in advance:

Facilitator: usually the board chair or executive director
Timekeeper: to keep discussion on track
Note taker: to record minutes
Tech support: someone ready to troubleshoot issues in real-time

Distribute dial-in instructions and platform tips, and encourage members to log in 10 minutes early. This reduces stress and helps meetings start on time.

Promote Engagement

Engagement can suffer in virtual settings, so be intentional:

Start with a quick check-in or icebreaker
Use visuals like charts or slides to illustrate key points
Ask open-ended questions and invite input
Use Zoom polls or Mentimeter to gather real-time feedback

Make sure your board chair is adept at reading the room—even a virtual one—and drawing out quieter voices.

Rehearse and Practice

Especially if this is your first time with a new platform or format, hold a dry run. Walk through the agenda, practice screen sharing, and test audio and video. A short 30-minute rehearsal can prevent major disruptions on meeting day.

Follow Up Promptly

After the meeting:

Send the draft minutes within a few days
Share a summary of action items and who’s responsible
Provide a link to a recording, if available (be sure to address privacy concerns)

Reinforce accountability by checking in on assignments before the next meeting.