Digital board meeting is a modern conferencing format that allows boards of directors to meet online. The meetings can be held via video and audio communication tools with an internet connection that is stable. Directors can access the meetings’ files through an online boardbook, which can be accessed from any device. The board portal also stores minutes of meetings for boardroomdigital.info/board-meeting-documents-a-full-list easy access. This paperless solution streamlines administrative tasks for cooperative and condo board members. It eliminates the need for paper-based materials, and also eliminates printing, distribution, photocopying, storage, and other associated costs. It also allows the boards to attain quorum through remote attendance and enabling a wider range of social and geographical diversity.
To ensure smooth and effective communication during a digital board meeting, the guidelines below should be followed:
Send a calendar invite with the agenda a day prior to the virtual meeting in order to prepare talk points. This will increase participation and attendance. The board chair must be aware of time differences and set the meeting to an time that is comfortable for all participants.
Encourage participation during the virtual meeting by using a chatbox and asking participants to raise their hands prior to speaking. Make sure to keep the brief meetings as long ones can hinder productivity and cause a lack of engagement. Don’t fill the whole meeting with a slide show, as this can hinder discussion and cause confusion. Instead, you should plan an agenda with 20% fewer items in order to allow for more discussion.