Running successful virtual editorial board meetings

by Miriam Hodge and Justine Hope

Utilising the experience and knowledge of your editorial board is key to any successful journal development strategy and holding editorial board meetings is a great way to bring the board together to collaborate, plan and strategise. By holding these virtually using conference call software, you facilitate the attendance of as many board members as possible! If you’re feeling disconcerted about holding your own virtual editorial board meeting, or would just like to up your game, adopt SAGE’s 5 key tips below to help you run an effective and fruitful meeting:

1.      Preparation is key!

·        You’ll need access to a conference call application such as Zoom, Skype or Microsoft Teams; your institution may have a license for use and some providers offer these for free with a time limit.

·        If you’re using the application for the first time, a test-run might help ease concerns so consider a trial with a colleague or friend.

·        Use a scheduling tool like Doodle to help find a date and time – consider the most convenient time for all, especially if you have an international board. Factor in disruptions such as disconnections and be mindful that you may need more time than a face-to-face meeting.

·        Consider setting a deadline to respond to the invite and leave plenty of time to collect RSVPs.

·        Set an agenda, and make sure all meetings documents are sent in advance of the meeting, with clear instruction on what files are attached or available to download.

·        Agree in advance who will be chairing the meeting, and who will be taking the minutes. Make sure the minute-taker knows that they should feel free to ask participants to repeat themselves or ask for the speaker’s notes.

·        Factor in a connection window at the start of your meeting; this ensures everyone has a stable connection prior to the first agenda point starting.  

2.      Setting the ground rules

Consider sending guidelines on good virtual meeting etiquette to participants in advance of the meeting. In our experience, virtual board meetings run more smoothly if participants keep in mind the following:

·        If possible, choose an area where you're not going to be disturbed. Make those around you aware you’re attending a virtual meeting and if you can, close the door or window if you live on a busy street.

·        If you know you don’t have the best internet connection, joining via audio only without a camera can help to stabilise it. If your camera is off, try to remember to say your name each time you speak.

·        Agree at the start how you will indicate you’d like to contribute to the discussion and whether questions can be taken throughout or saved for the end. Many applications have a chat function or the ability to raise a virtual hand.

·        Set yourself to mute when you're not speaking and try not to interrupt the speaker or make background noise.

If you have a large board, say if over eight members are joining the meeting, you may like to recommend that all participants join via audio only, for bandwidth purposes.

3.      Engage your board members

·        If there are new board members joining, consider including time at the start for introductions and/or ice breakers. Ensure any special guests are introduced for all participants’ awareness.

·        The meeting’s chair should encourage discussion from all participants, either throughout the meeting or by inviting additional thoughts via email post-meeting.

·        Highlight key points of discussion when circulating the agenda and make it clear which items you would like board members to prepare comments for. Setting up expectations of the board’s involvement at the meeting will encourage discussion and ideas. 

·        Utilise the conference call software functions such as screen-share which is great for presentations.

·        Invite questions [from the method you agreed in advance – see Tip 2: setting the ground rules]. If you’re using the chat function, be sure to save time at the end to answer them all.

·        Polling software is also available online, though be aware this may come at a cost!

4.      Awareness and inclusivity

·        Your board members may not have experience of virtual meetings so try to be open and welcoming with those who have questions.

·        Participants may not have access to the internet so check in advance if the application you are using allows you to offer a call-in function.

·        Some board members may have unavoidable distractions, such as a parental or caring responsibility. Do not worry if a child or dog interrupts those speaking or if a participant needs to rush off the call; disruptions may happen, and the meeting can continue on!

·        Connections may be unstable so let participants know you’re happy to repeat yourself.

5.      Post meeting follow-up

·        If possible, it’s always useful if minutes and actions are circulated in the couple of weeks following your meeting.

·        You may like to ask for feedback from the editorial board on how the meeting went and collect any improvements or ideas for next time.

We hope these handy tips will help you effectively plan and run your next virtual editorial board meeting. Here’s to instant global and interactive connectivity, and collaboration!

Check out these further hints and tips from a selection of SAGE Journal Editors

“If you are not allowed to fly and you are about 17.000 km apart, a meeting in virtual space makes sense! As much sense as when you ARE allowed to fly… ”

— Frans Verstraten, Editor, Perception and i-Perception

“I’ve found the person running the meeting needs to take control. That can mean muting others! Being competent with the platform, e.g. Zoom really helps as it has many very cool features that can enhance a meeting, like the ability to divide participants into small groups”

— Peter Thompson, Editor, Perception and i-Perception

“Leaving extra time in case there are connection problems, being mindful that some people might have unavoidable distractions (childcare, internet going down, etc.). The need for the host/chair to facilitate the active involvement of all participants.”

— Tony Bush, Editor, Educational Management Administration & Leadership

“Our editorial board is international and so it is never possible to assemble them together in the same place. A virtual setting gives us the opportunity for a much more inclusive meeting. The attendance is usually high and the participation in the discussion was broad”

— Colin Begg, Editor, Clinical Trials

“In virtual meetings I try and stick to these 6 tips:
a) Keep it short – will need to be shorter than typical board meeting, and need to build in a break or two.
b) Circulate information in advance.
c) Display information on the screen so there is a shared point of reference.
d) Remember the time difference for international editors!
e) Timed agenda
f) Ground rules re: muting/video on or off and how to indicate you wish to speak”

— Catherine Walshe, Editor, Palliative Medicine

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