Digital board meetings are a revolutionary conferencing format which allows directors’ boards to meet via the internet. The meetings are conducted using audio and video communication tools that work with an internet connection that is stable. Directors can access the meeting files online in an online boardbook, which can be accessed from any device. The minutes of meetings are also stored in the board portal for quick access. This paperless method helps streamline administrative tasks for condo and co-op board members. It eliminates the need for paper-based materials, and also eliminates printing, distribution, photocopying, storage, and other related costs. It permits remote attendance, which allows for a greater variety of social and geographic diversity.
These best practices will ensure smooth and effective communication at a digital board meeting:
Send a calendar invitation with the agenda on a day before the virtual meeting to make talking points. This will increase engagement and attendance. The board chair must be aware of time differences and set the meeting to an time that is suitable for everyone.
During the virtual meeting Inviting participation is as easy as using a chat box and asking participants to raise their hand before speaking. Keep the meetings short because long meetings can affect productivity and decrease engagement. Don’t overflow the entire meeting with a slide presentation as this could hinder discussions and create confusion. Make a schedule with 20% less items to allow for more discussion.