How to Conduct a Digital Board Meeting

Digital board meetings are modern conferencing method that allows boards of directors to meet online. Meetings can be conducted via video and audio communication tools over a stable internet connection. The meeting files are saved in a board book online accessible by directors at any time, from anywhere. Meeting minutes are also archived in the board portal for easy access. This paperless system helps simplify administrative tasks for co-op and condo board members. It eliminates the need for printed materials and eliminates costs associated with distribution storage, photocopying and distribution. It permits remote attendance, allowing for a greater variety of social and geographic variety.

By following these best practices, you can ensure smooth and efficient communication during digital board meetings:

Send a calendar invite with the agenda a day prior to the virtual meeting to create talk points. This will boost engagement and attendance. The chair of the board needs to be aware of the time differences between the members and arrange the meeting to be at a convenient time that is convenient for everyone.

Encourage participation in the virtual meeting by using chatboxes and asking participants to raise their hands before speaking. Make sure to keep the meeting short, as lengthy meetings are likely to hinder productivity and reduce engagement. Don’t overflow the entire meeting with a slide show as this can derail discussions and create confusion. Rather, plan an agenda with 20% less items to encourage more conversation.