How to Conduct a Digital Board Meeting

Digital board meetings are a brand new conference format that allows directors’ boards to meet via the internet. Meetings can be conducted using audio and video communication tools that work with a stable internet connection. The meeting files are saved in an online board book boardroomdigital.info/board-meeting-documents-a-full-list which is accessible by directors at any time, from anywhere. The board portal also holds meeting minutes for easy access. This paperless option helps streamline administrative tasks for condo and co-op board members. It eliminates the requirement for paper-based materials and also eliminates printing, distribution storage, photocopying and other related costs. It also enables boards to attain quorum through remote attendance and allowing an increased range of social and geographical diversity.

To ensure smooth and efficient communication during a meeting on a digital board the best practices for digital board meetings should be followed:

Send a calendar invite with the agenda a day before the virtual meeting in order to prepare talking points. This will boost engagement and attendance. The board chair must be aware of time-related differences and plan the meeting at a time that is convenient for all participants.

During the virtual meeting Inviting participation is as easy as using a chat box and asking participants to raise their hands before speaking. Make sure to keep the brief meetings as long ones can hinder productivity and cause a lack of engagement. Don’t fill up the entire time with a slide presentation, because it could impede discussion and cause confusion. Plan an agenda with 20% fewer items to allow for more discussion.