How to Conduct a Digital Board Meeting

Digital board meetings are a brand new conferencing format which allows directors’ boards to meet over 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 documents online in a boardbook, which is accessible from any place. Meeting minutes are also stored in the board portal for quick access. This paperless system helps simplify the administrative tasks of condo and co-op board members. It eliminates the requirement for printed materials and also eliminates costs related to distribution storage, photocopying and distribution. It also allows boards to reach quorum by allowing remote attendance and allowing a wider range of social and geographical diversity.

To ensure smooth and effective communication during a digital board meeting the following best practices must be followed:

Send a calendar invitation with the agenda on a day before the virtual meeting to prepare talking points. This will help to increase participation and engagement. The board chair must be aware of time-related differences and plan the meeting at an hour that is comfortable for all participants.

During the virtual meeting Inviting participation is as easy as using chat boxes and asking participants to raise their hand before speaking. Make sure to keep the meeting short, as lengthy meetings will deter productivity and engagement. Don’t fill the whole meeting with a slide presentation which can impede discussions and create confusion. Rather, plan an agenda that has 20% fewer items in order to facilitate discussion.

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