Why do boards use teleconference meetings?

When they need to make an urgent decision or conserve costs, boards often use teleconference meetings as a solution. Although they’re often the right solution, teleconference meetings can also be a source of great frustration for boards. So, let’s talk about common issues with teleconferences and some special rules you can adopt to help you use these meetings effectively.

Before you schedule one, be sure its legal for your Board

First, are you allowed to use teleconferences? If, for example, you’ve adopted Robert’s Rules of Order in your bylaws, you’ll need to amend them because Robert’s Rules of Order does not address teleconference meetings.

So, if you want to use teleconference meetings, change your bylaws to cover them, and, while you’re at it, be sure to:

• Distinguish between a teleconference meeting and simply allowing some members to sit in on a face-to-face meeting via telephone.
• Remember that a quorum in a face-to-face meeting consists of those present. If you wish to consider a member on the phone present, allow for it in your bylaws.

Potential teleconference meeting problems

There are a number of common problems with teleconferences that can make them truly bothersome. Problems include:

• Members speaking without being recognized
• Members not knowing who is speaking
• Difficulty controlling some members
• Not hearing from quiet members
• Not knowing the accuracy of voting

Persistent problems, such as these, discourage members from attending teleconferences, thus making it difficult to attain a quorum.

Adopt some special rules

You can avoid at least some of the problems that teleconference meetings cause by adopting a special set of rules that govern them. Some examples:

• Teleconferences shall be used only for urgent and relatively simple items that can’t wait until the next scheduled meeting. (Do not use teleconferences for sensitive or complex decisions.)
• Make notification of the meeting according to the bylaws. Include an agenda that spells out items, as well as the start times for each. (The chairman is responsible for sticking to the agenda.)
• Keep the focus on the meeting. (That is, no TV, music, computer use, interruption by children, and so forth.)
• Members must identify themselves by first name when requesting to speak.
• The Chair will maintain a log of those wishing to speak on a motion.
• Members will speak only when recognized by the chair

Discourage the inclusion of individuals - by phone - in face-to-face meetings

From my experience with boards, I would discourage you from allowing anyone to be included via telephone, in otherwise face-to-face meetings. There are a number of reasons for this:

• It causes disruptions.
• It allows directors to maintain good standing without making the effort to be physically present. It’s also discouraging to those directors who do make the effort to be physically present.
• It makes it difficult to maintain security and fulfill your Duty of Care, because outsiders are able to access the call.

Finally, a word about synchronous - as opposed to asynchronous - meetings

A teleconference is considered a synchronous meeting, meaning that all members are meeting at the same time. If the organization’s bylaws allow for it, asynchronous meetings, (those in which members’ opinions and votes are not heard at the same time), can also be employed. Asynchronous meetings were originally used for the hearing-impaired, but now are used to allow for email or chat meetings.

For more information on teleconferences or about asynchronous teleconferences, e-mail andreag@professionalgrowthsystems.com.

- Bill