Digital board meetings are an innovative conferencing format which allows boards of directors to meet on the internet. Meetings can be conducted via video and audio communication tools over an internet connection that is stable. The meeting documents are stored in a board book online, which can be accessed by directors at any time and from any location. Meeting minutes are also stored in the board portal for quick access. This paperless method helps streamline administrative tasks for board members of co-ops and condos. It eliminates the requirement for printed materials and also reduces costs related to distribution storage, photocopying, and distribution. It also allows boards to attain quorum through remote attendance, and thus allowing greater social and geographical diversity.
Following these best practices will ensure a smooth and efficient flow of communication at digital board meetings:
Before the day of the virtual meeting to invite people to a virtual meeting, send a calendar invite together with an agenda to create talking points. This will help increase attendance and engagement. The board chair must be aware of the time difference and set the meeting to an time that is comfortable for all participants.
Encourage participation during the virtual meeting by using a chatbox and asking participants to raise their hands prior to speaking. Keep the meetings short since long meetings could hinder productivity and engagement. Do not fill the entire meeting with a slide presentation which can impede discussions and create confusion. Rather, plan an agenda with 20% fewer items to encourage more conversation.
