Protocols for Teleconferencing Board Meetings

Written by Kim Flanagan on March 31, 2020

Board Meeting Protocols During Teleconferencing

1. Purpose

The purpose of this document is to inform Board Members of protocols to be followed during Teleconferencing

2. Introduction

The Department of Health has recommended the limiting person to person contact, the practising of social distancing (1.5m), limiting contact to two people and the banning of mass gatherings to limit the spread of the COVID-19 virus.  It is difficult to abide by these recommendations in the confines of a Board Room.  It is therefore necessary for us to comply and conduct Board Meetings for the foreseeable future via Teleconferencing, Teams or Skype.

Teleconferencing, Zoom and Skype can be difficult media in which to conduct meetings especially if multiple people wish to speak at one time.  These protocols may be difficult at first to master but are necessary for the Board Meeting to be effective and on agenda.  We trust that all Board Members and Management Representatives (Reps) follow the protocols.

3. Protocols for Conducting Board Meetings via Teleconferencing or Skype

3.1 Before the Meeting

  • Ensure you are aware of the dial in details, access codes and you are familiar with the meeting times and the Agenda.
  • Dial in 4-5mins before the commencement of the meeting to ensure the meeting begins on time with all members present.

3.2 Conduct During the Meeting

  • Switch your phone or device to mute if you are in a noisy area.
  • The Chair is key and will open the meeting, call for apologies and conflict of interest. The Chair will name each Member or Rep present for a reply.  Do not reply until your name is called.
  • The Chair will call up each item and the person who is to speak to that item e.g. the CEO, CFO, Board Members etc.
  • The person will deliver their paper or item to its completion with no interruptions. Members and Reps are encouraged to write down questions and comments during the delivery.
  • The Chair will then ask each Member and Rep individually for questions on the paper or item. The question will then be answered by the person who delivered the paper or item or defer to an appropriate person to answer the question. Once the question is answered the Member or Rep can ask the next question or comment on the item.
  • The Chair will then go to the next Member or Rep and so on until that paper or item is completed and no more comment is required.
  • The Chair will go to the next item on the agenda until the agenda is at Other Business.
  • The Chair will ask each Member or Rep individually if they have Other Business. The Member or Rep will deliver their item and again the Chair will go around each member or Rep for comment or question.
  • The Chair will then close the meeting and set the next meeting date.
  • Where there is a following meeting on the day the Chair will call a break time between each meeting and each Member or Rep will revert to 3.1.

3.2 Tips for a Successful Meeting

  • Be patient and wait your turn
  • Be concise and to the point with your questioning and statements
  • Take notes
  • Always be respectful
  • Remember the Chair is Key
  • And finally, remember to take your device off mute when it’s your time to speak