Running virtual meetings

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You can do this!

If you want to set up online meetings, then this guide will help you boss the basics.

It covers all committee meetings, including annual general meetings (AGMs) and extraordinary general meetings (EGMs).

There are loads of tips to help you smash it...

Tips for online meetings

Not sure where to start? Daunted by hosting your first online meeting?

Read on for Buddle's top tips...

Pick the right platform

There are lots of platforms out there. Ask your members which ones they like using and try them out.

We've listed some of the options later in this guide.

Go on mute

Background noise is distracting, so ask everyone to go on mute, unless they're speaking.

Encourage people to use the 'hand up' button, when they want to chip in.

Introduce each other

Ask people to introduce themselves before talking.

Choose a platform that displays everyone's names.

Choose the features that you need

Consider whether videos, chat boxes, or screen sharing features are helpful... or distracting.

This isn't a test of technical ability, so keep things simple!

Give it time

Don't expect everything to go smoothly from the start. Allow time for people to get used to the new system.

Online meetings are challenging for some people, so be patient.

Benefits of online meetings

Virtual meetings are a great option when you can't do face-to-face. They're easy to attend, wherever you live. They're also excellent in an emergency, as they're so quick to set up.

Here are some more benefits...

It's easy to take part

You don't need to travel anywhere or find a venue.

Just dial in from your phone or computer, wherever you are.

You can get fast approvals

It's easy to share documents, such as previous minutes.

You can then get approval from everyone simultaneously.

They're cheap

You don't need to pay for a venue, refreshments or travel.

Members don't have to shell out either.

Meetings can be recorded

If you record the meeting, then you can go back and understand decisions that were made.

It's also great for people who couldn't make it.

Meetings are effective

You can minimise disruptions and keep to a schedule.

In person, it's much easier for side chats to develop and you're more likely to stray off the agenda.

You can set them up very quickly

They're very fast to set up. This is really helpful in an urgent situation.

You can quickly discuss and resolve important issues.

Tips for hosting online for the first time

Hosting a meeting online can be daunting, but there are lots of similarities with face to face meetings.

Here's how you can troubleshoot, get others on board, and tackle the tech...

Cover the basics

You need to be organised and clear about what you want to achieve.

As with any meeting, you'll need agendas, reports, and minutes.

Assign roles

Assign someone to:
- Set up the meeting.
- Circulate information.
- Check everyone's online.
- Chair the meeting.
- Take minutes or notes.
- Present information.
- Be a technical troubleshooter.

Be careful with the invites

Only invite the people who really need to be there.

The more people you've got, the harder it will be to stay focused and include everyone in discussions.

Check availability

Get feedback on when to hold the meeting.

There are online tools that you can use, like Doodle Poll.

Circulate the meeting details

Once you've confirmed a date, send everyone a meeting link or other access details.

Provide links to online resources about the platform. Offer support to anyone who needs it.

Ask for RSVPs

Ask everyone to respond to your meeting invite, so you know who to expect.

This is particularly important if you need a certain number of members to be quorate.

Send a reminder

Send a reminder email a few days before the meeting.

Check that everyone has the invite details and they're able to log on.

Practice makes perfect

Have a trial run with a couple of members before the big day.

Think what you'll do if you lose internet connection.

Who will stand in if the Chair goes offline?

Record your meeting

It can be really handy to record your meetings, so that anyone who's away can catch up later.

It also makes things easier for the Secretary, who'll be writing up the notes.

Let everyone know that you're recording them.

Give everyone a voice

Tell people how they can communicate - for example, by using the chat function or the 'hand up' feature.

Encourage feedback at set points in the agenda. It's disruptive if you get comments all the way through a meeting.

Confirm the next meeting

See if you can get a consensus on when your next meeting will be held.

Check that everyone's happy with the platform that you've chosen. If not, try another platform.

Circulate documents

Check that everyone's OK receiving follow-up documents by email.

Some people may prefer printouts.

After the meeting

Circulate your minutes. Make it clear that the meeting was hybrid or held virtually.

Encourage feedback. Don't expect everyone to love the new way of operating straight away!

Tips for online AGMs

Some groups hold their annual general meetings online or in a hybrid way - but check that your constitution allows this.

If it does, then here are some tips to help it go smoothly...

Don't use your AGM to experiment

This isn't the time to host your first online meeting.

So many things could go wrong, such as confusion over the software, so make sure you've had at least one trial run.

Comply with your rules

Your AGM should comply with your constitution or articles. Check you're able to host an AGM online.

Give everyone enough notice to feel prepared.

Circulate any documents in advance.

Be prepared

Decide who will count the votes (or will you use online tools)?

Check that the voting will be compliant with your governing documents.

Ensure that your AGM is quorate

Check how many members are needed to be quorate. This should be in your constitution.

Ask members to register in advance, and keep track of numbers.

Define meeting etiquette

At the start of the meeting, let everyone know about the etiquette. You could put up a PowerPoint slide.

You might ask everyone to:
- Go on mute when they're not talking.
- Use the 'hand up' feature when they want to join in.
- Use the chat box if they have questions.

Ask for questions in advance

Ask for questions or comments in advance. This will minimise disruption during the meeting.

If anyone posts questions in the chat box, then the Secretary should respond ASAP.

Manage the voting

Any proxy votes should be held and confirmed by the Secretary.

The Teller should record how people have voted. You might want a second Teller to confirm the results.

At the meeting, voting could be recorded verbally, via the chat box, or by sending a direct message to the Teller.

Confidentiality is impossible, unless you're using an external voting system.

Share all documents

Assign someone to share their screen when you want to show anyone documentation.

This might include the Chair’s report, Treasurer’s report, proposed changes to the constitution and so on.

Record your meeting

Recording the meeting can help the Secretary create accurate minutes.

Recordings are also really useful for people who can't attend.

Make sure everyone knows that they're being recorded.

Platforms for your online meetings

There are lots of options out there - and many of them are free. Ask around and do some research, to see what could work for you. Here are a few commonly used platforms...

Platforms for online voting

Your members can vote on important issues, without even leaving their armchair! When you can't meet up in person, there are several options to choose from. Here are just a few of them...

Useful links

Advice on hosting virtual meetings - Chartered Governance Institute

Doodle Polls can be used as a tool for voting

Running virtual meetings

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You can do this!

Tips for online meetings

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