TidyHQ + Zoom: Running Virtual Committee Meetings

Virtual Meetings Changed Everything

Before 2020, most club committees met in person. Then the world changed. Virtual meetings became normal - and many clubs discovered they preferred them. No travel. No venue booking. Committee members in different locations could participate.

The challenge is not the video call itself. Zoom handles that fine. The challenge is connecting the meeting to your governance workflow - agenda beforehand, minutes during, action items afterward.

The Meeting Workflow

Before the meeting: Create the agenda in TidyHQ's meeting management. Share it with the committee. Generate the Zoom link and include it in the meeting notice.

During the meeting: The secretary takes minutes in TidyHQ while the Zoom call runs. Decisions, action items, and votes are recorded against the agenda items.

After the meeting: Minutes are stored in TidyHQ. Action items are assigned to committee members with deadlines. The next meeting automatically inherits outstanding items.

The Zoom call is the communication medium. TidyHQ is the governance record.

Setting It Up

You can generate Zoom meeting links and include them in TidyHQ meeting records. For more advanced automation, use Zapier to create a Zoom meeting automatically when a committee meeting is scheduled in TidyHQ.

The meeting link is included in the agenda email. Committee members click the link at the scheduled time. No hunting for URLs.

Hybrid Meetings

Many clubs now run hybrid meetings - some committee members in person, some on Zoom. This is perfectly fine for regular committee meetings. Set up a laptop or screen at the venue. Open the Zoom call. Both groups participate.

For AGMs, check your constitution. Some constitutions require in-person attendance for voting. Others have been updated to allow virtual participation. Know your rules before you plan the format.

The Governance Connection

A Zoom call without documented outcomes is a conversation, not a meeting. The governance value comes from the minutes, the decisions, and the action items - not from the video call itself.

TidyHQ ensures that every meeting has a record. Regardless of whether the committee met at the clubhouse, on Zoom, or both.

References

• TidyHQ - Club management platform with meeting agenda, minutes, and action item tracking
• Zoom - Video conferencing platform for virtual and hybrid meetings
• Zapier - Automation platform for connecting TidyHQ meeting scheduling with Zoom link generation
• Australian Sports Commission - National agency with governance guidelines for club committee meetings and AGMs