How to Conduct a Digital Board Meeting
Digital board meetings are a brand new conferencing format which allows directors’ boards to meet on the internet. The meetings are conducted using audio and video communication tools with a stable internet connection. The meeting files are stored in a board book online which is accessible by directors at any time, from anywhere. The board portal also keeps meeting minutes to make them easy to access. This paperless method helps streamline administrative tasks for condo and co-op board members. It removes the need for paper-based materials and also eliminates printing, distribution storage, photocopying, and other costs associated with it. It allows for remote attendance, allowing a greater range of social and geographic diversity.
To ensure smooth and effective communication during a digital board meeting, the following best practices should be adhered to:
Send a calendar invitation that includes the agenda a day prior to the virtual meeting in order to prepare talking points. This will help increase the number of attendees and involvement. The chair of the board needs to be aware of the time difference between the members and arrange the meeting at a practical time that is convenient for everyone.
Encourage participation during the virtual meeting by using a chatbox and asking participants to raise their hands prior to speaking. Keep the meetings short since long meetings could reduce productivity and cause a lack of engagement. Also, don’t take up the entire meeting by presenting a slide, as it may hinder discussion and cause confusion. Plan an agenda with 20% less items to encourage more discussion.