Digital board meetings are an innovative conference format that allows directors’ boards to meet on the internet. The meetings are conducted using video and audio communication tools that have a stable internet connection. Directors can access meetings’ files through an online boardbook, accessible from any place. The board portal also keeps meeting minutes to make them easy to access. This paperless system helps simplify administrative tasks for co-op and condo board members. It eliminates the requirement for paper-based material, and also eliminates distribution, printing storage, photocopying and other related costs. It also allows boards to attain quorum through remote attendance and enabling a wider range of geographical and social diversity.
The following best practices will ensure smooth and efficient communication at digital board meetings:
The day before the virtual gathering to invite people to a virtual meeting, send a calendar invite together with an agenda that you can use to plan talking points. This will help increase attendance and participation. The chair of the board needs to be aware of the time difference between the participants and schedule the meeting for a suitable time that is convenient for everyone.
Encourage participation in the virtual meeting by using a chatbox and asking participants to raise their hands prior to speaking. Keep the meetings short, as long meetings can reduce productivity and cause a lack of engagement. Don’t also fill the entire meeting with a presentation slide, as it may hinder discussions and create confusion. Instead, make an agenda that has 20% less items to stimulate discussion.
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