Digital board meeting is a modern conferencing method that allows boards of directors to meet online. The meetings are conducted using audio and video communication tools with a stable internet connection. The meeting files are saved in an online board book that can be accessed by directors at any time, from anywhere. Minutes of meetings are also saved in the board portal for quick access. This paperless system helps simplify administrative tasks for board members of co-ops and condos. It removes the need for paper-based materials and also eliminates printing, distribution storage, photocopying and other associated costs. It allows for remote attendance, allowing a greater range of social and geographic diversity.
To ensure smooth and efficient communication during a digital board meeting, the guidelines below should be followed:
The boardroomdigital.info day before the virtual gathering, send a calendar invite along with an agenda to create talking points. This will help increase the number of attendees and involvement. The chair of the board must be aware of time differences and set the meeting to the time that is most suitable for everyone.
Encourage participation during the virtual meeting by using a chatbox and asking participants to raise their hands before speaking. Keep the meetings brief, as long meetings can be disruptive to productivity and reduce engagement. Don’t cram the entire meeting with a slide presentation as this can derail discussion and cause confusion. Plan an agenda that includes 20% less items to encourage discussion.