Digital board meetings are modern conferencing format that enables boards of directors to meet online. The meetings can be conducted via video and audio communication tools on a stable internet connection. The meeting files are saved in an online board book accessible by directors at any time, anywhere. The minutes of meetings are also stored in the board portal for quick access. This paperless solution helps to streamline administrative tasks for co-op and condo board members. It eliminates the requirement to print materials and reduces the costs related to distribution storage, photocopying and distribution. It also allows boards to reach quorum by allowing remote attendance and allowing an increased range of geographical and social diversity.
The following best practices will ensure smooth and efficient communication during digital board meeting:
Before the day of the virtual meeting to invite people to a virtual meeting, send a calendar invite along with an agenda that you can use to plan talk points. This will increase engagement and attendance. The chair of the board needs to be aware of any time differences and plan the meeting at the time that is most comfortable for all participants.
During the virtual meeting to check this site out encourage participation, use a chat boxes and asking participants to raise their hands before speaking. Keep the meetings short as long sessions can affect productivity and decrease engagement. Don’t fill up the entire time with a presentation slide, because it could hinder discussions and create confusion. Make a schedule with 20% less items to encourage more discussion.