Digital board meetings are a brand new conferencing format which allows directors’ boards to meet over the internet. The meetings are conducted using audio and video communication tools that work with a stable internet connection. Meeting files are stored in an online board book accessible by directors anytime, anywhere. The board portal also holds meeting minutes to make them easy to access. This paper-free solution simplifies administrative tasks for cooperative and condo board members. It eliminates the need for printed materials and also reduces costs related to distribution, photocopying and storage. It allows remote attendance, which gives a greater range of geographic and social variety.
To ensure smooth and efficient communication during a digital board meeting, the best practices for digital board meetings should be followed:
Send a calendar invitation that includes the agenda on a day before the virtual meeting to make talking points. This will boost engagement and attendance. The chair of the board must be aware of the time difference between the participants and plan the meeting at a practical time that is convenient to accommodate everyone.
During the virtual meeting Encourage participation by using a chat box and asking participants to raise their hand before speaking. Be sure to keep brief meetings as long ones can reduce productivity and decrease engagement. Also, don’t fill the entire time with a slide presentation, as it may hinder discussions and create confusion. Create an agenda that has 20% fewer boardroomdigital.info/board-meeting-documents-a-full-list items to encourage more discussion.
