School parent support groups (PSGs), or “booster” clubs as they’re often called, often run on shoestring budgets with limited resources. Board members tend to be parent volunteers who juggle full-time work with their volunteer activities.
Most board meetings take place at the school, in a restaurant, or at a member’s home. Video conferencing for PSGs and booster groups has previously been unattainable due to the costs, equipment, and long-term commitments involved.
That is changing with Video Pro’s affordable month-to-month plans. Holding a board meeting using desktop video conferencing can save everyone time and hassle while still accomplishing everything you need to accomplish.
Here’s how to use desktop video conferencing to hold a booster club board meeting.
Use a Month-to-Month Plan
Many booster clubs are active for just a few months per year such as during football or marching band season. Rather committing to a full year, choose a month-to-month video conferencing plan and use it only during your PSG’s active season. Perhaps you want to meet using a video conference during the summer months when board members are on vacation and then in person once the school year begins. A month-to-month plan gives you that flexibility, allowing you to turn on and off the service and keep your costs low.
Determine How Many Active Cameras You Really Need
Our plans are based on the number of attendees and active cameras. For most PSG boards, the basic 10-attendees-and-4-cameras-plan will be just right. In a typical board meeting, not all board members will need to appear on camera. You might have the coach, president, treasurer, and ways and means chairperson on camera with everyone else contributing to the conversation via VoIP or phone. Meanwhile, they’ll benefit from being able to see the presenters and any shared resources placed on the computer screen. They’ll also be able to contribute to collaborative notes, exchange messages in chat, or take over the presenter controls as needed.
Holding the Board Meeting via Desktop Video Conference
Once signed up for a plan, you’re ready to begin hosting board meetings via video conferencing:
- Schedule your board meeting with your fellow board members as usual, making sure to provide them with the video conference log-in instructions. Video Pro is all browser-based, so there’s no software to install. If they know how to use a simple website, they know how to use Video Pro!
- Show your secretary how to add the agenda to a collaborative note as well as how to use the private notes feature to take the meeting minutes from within the video conference. Your attendees will be able to contribute to collaborative notes, saving everyone time. For example, your ways and means chairperson could fill in the details for upcoming fundraisers, allowing everyone else to skip note-taking for that section of the meeting.
- Plan your multimedia presentations and gather any necessary files for sharing with the group. For example, screen sharing allows you to share a PowerPoint presentation, your team’s new uniform design, or even YouTube videos.
Your board may be skeptical about attending a board meeting from the comfort of their homes at first, but the convenience, audio and video quality, and time savings are sure to win them over.