As more and more business—including remote board meetings—is conducted virtually, these best practices will ensure that your meetings stays on schedule, stay secure, and stay productive.
Set multiple hosts for the board meeting (e.g., the chair or presiding officer, the corporate secretary, the board assistant) in the event the host is disconnected.
Enable the waiting room and do not allow participants to join before a host.
Place meeting guests in separate waiting/breakout rooms, especially where the identity of guests may raise confidentiality concerns (e.g., M&A activity)
Lock the board meeting once started.
Allow access only via apps and websites, not telephone dial-in which is not encrypted.
Restrict who can share their screen and change their name.
Generate a new link for each virtual board meeting (do not use recurring meeting IDs or personal meeting room IDs).
Set a passcode for each meeting and do not reuse passcodes.
Send links for virtual board meetings via a secure board management system, such as Govenda’s board management solution, avoid sending via email, especially for independent directors who use often use personal email.
Consider disabling chat to ensure adherence to document retention policies and electronic discovery practices.