Digital board meetings are a new conference format that allows directors’ boards to meet over the internet. The meetings are conducted using audio and video communication tools that work with a stable internet connection. Directors can access the meetings’ files through an online boardbook, which is accessible from any device. Meeting minutes are also archived in the board portal for quick access. This paperless system simplifies administrative tasks for condo and cooperative board members. It eliminates the need for printed materials and also eliminates the costs associated with distribution, photocopying and storage. It also enables boards to reach quorum, by allowing remote attendance and providing greater social and geographical diversity.
To ensure smooth and efficient communication during a digital board meeting, the following best practices should be followed:
Send a calendar invite with the agenda on a day before the virtual meeting to create talk points. This will increase participation and attendance. The chair of the board should be aware of the time differences between the attendees and set the meeting for a suitable time for everyone.
During the virtual meeting, encourage participation by using chat boxes and asking participants to raise their hand before speaking. Be sure to keep sessions short since long meetings are likely to hinder productivity and reduce engagement. Don’t fill up the entire time with a presentation slide because it could hinder discussion and cause confusion. Plan an agenda that includes 20% fewer items to encourage discussion.
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