Digital board meetings are a modern conferencing method that allows boards of directors to meet online. The meetings are conducted using audio and video communication tools that work with an internet connection that is stable. The meeting documents are stored in a board book online that can be accessed by directors anytime, anywhere. The board portal also stores minutes of meetings to make them easy to access. This paper-free solution simplifies administrative tasks for cooperative and condo board members. It eliminates the requirement for printed materials and eliminates the costs associated with distribution storage, photocopying, and distribution. It allows for remote attendance, which gives a greater variety of geographic and social variety.
By following these best practices, you can ensure smooth and efficient communication during digital board meeting:
Send a calendar invite with the agenda on a day before the virtual meeting to make talk points. This will increase engagement and attendance. The chair of the board should be aware of the time differences between the participants and plan the meeting at a reasonable hour to accommodate everyone.
Encourage participation during the virtual meeting by using chatboxes and asking participants to raise their hands prior to speaking. Be sure to keep sessions short since long meetings will deter productivity and engagement. Don’t also fill the entire meeting with a presentation slide, because it could impede discussion and cause confusion. Plan an agenda that includes 20% less items to stimulate discussion.