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.
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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.
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Enable the waiting room and do not allow participants to join before a host.
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Place meeting guests in separate waiting/breakout rooms, especially where the identity of guests may raise confidentiality concerns (e.g., M&A activity)
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Lock the board meeting once started.
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Allow access only via apps and websites, not telephone dial-in which is not encrypted.
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Restrict who can share their screen and change their name.
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Generate a new link for each virtual board meeting (do not use recurring meeting IDs or personal meeting room IDs).
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Set a passcode for each meeting and do not reuse passcodes.
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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.
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Consider disabling chat to ensure adherence to document retention policies and electronic discovery practices.
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Don’t miss these personal cybersecurity tips for Board Directors, Executives, and Corporate Governance Professionals.
