Virtual meeting best practice

"Zoom meeting" by chericbaker is licensed with CC BY-NC-SA 2.0. To view a copy of this license, visit

A poor internet connection, a frozen screen and Zoom fatigue are all problems that those of us taking part in video meetings have experienced during the pandemic.

For all the downsides, video meetings have allowed some organisations to keep working under lockdown, and they can also be easier to attend for those with mobility issues or busy schedules. The technology reduces the costs of holding meetings, and businesses are now less dependent on office space.

If your organisation wants to keep holding official meetings online or by phone (such as AGMs) after 30 March 2021, you may need to update your governing documents.

Over the next three weeks we’re going to publish a series of blog posts that outline how to work out if you need to update your governing documents to allow for continued online meetings. We’ll provide some sample lines to use, and share case studies on what other businesses have learnt from holding meetings online. Topics we’ll cover will include how to manage online voting, preparing for those potential technical hitches and avoiding disruptive ‘Zoombombing’.

Keep an eye on the news page over the coming weeks- follow us on Facebook or Twitter and we’ll let you know when the next post is live.

On 24 February we’re holding a free workshop for Midlothian third sector organisations that may need to change their governing document to allow virtual meetings.