Digital board meeting is a modern conferencing format that allows boards of directors to meet online. The meetings can be conducted using audio and video communication tools over a stable internet connection. The meeting files are saved in a board book online that can be accessed by directors anytime, anywhere. The board portal also holds meeting minutes to make them easy to access. This paperless method helps streamline administrative tasks for condo and co-op board members. It removes the need for paper-based materials, and also eliminates distribution, printing storage, photocopying and other costs associated with it. The boards are also able to meet quorum by allowing remote attendance and enabling an increased range of geographical and social diversity.
By following these best practices, you can ensure a smooth and efficient flow of communication at digital board meetings:
Send a calendar invite with the agenda a day prior to the virtual meeting to create talk points. This will increase the number of attendees and involvement. The board chair should be aware of the time difference between the members and arrange the meeting at a reasonable time that is convenient to accommodate everyone.
During the virtual meeting, encourage participation by using a chat box and asking participants to raise their hands before speaking. Keep the meetings brief as long sessions can reduce productivity and cause a lack of engagement. Don’t cram the entire meeting with a slide presentation, as this can hinder discussion and create confusion. Instead, you should plan an agenda with 20% fewer items to facilitate discussion.