How to Conduct a Digital Board Meeting

Digital board meetings are modern conferencing format that allows boards of directors to meet online. The meetings are held using audio and video communications tools that are connected to a stable internet connection. Directors can access the meetings’ files through an online boardbook, which can be accessed from any device. The board portal also holds meeting minutes to make them easy to access. This paperless option helps simplify administrative tasks for co-op and condo board members. It eliminates the need for paper-based documents, and also eliminates printing, distribution, photocopying, storage, and other related costs. It permits remote attendance, which gives a greater range of geographical and social diversity.

The following best practices will ensure smooth and efficient communication at digital board meetings:

Send a calendar invitation that includes the agenda one day prior to the virtual meeting in order to prepare talking points. This will help to increase participation and engagement. The chair of the board must be aware of the time difference between the attendees and set the meeting at a practical hour to accommodate everyone.

Encourage participation in the virtual meeting by using a chatbox and asking participants to raise their hands prior to speaking. Make sure to keep the meetings short as long meetings can reduce productivity and decrease engagement. Don’t cram the entire meeting with a slide presentation, as this can hinder discussions and create confusion. Create an agenda that has 20% less items to stimulate discussion.

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