Digital board meetings are a brand new conference format that allows boards of directors to meet over the internet. The meetings can be held by using audio and video tools on a stable internet connection. Directors can access meetings' files through an online boardbook that is accessible from any place. The board portal also stores minutes of meetings to make them easy to access. This paperless method helps simplify the administrative tasks of condo and co-op board members. It eliminates the requirement for printed materials and eliminates the costs related to distribution of materials, photocopying and storage. It also allows remote attendance, allowing a greater range of social and geographic diversity.
These best practices will ensure a smooth and efficient flow of communication during digital board meeting:
Send a calendar invite with the agenda a day prior to the virtual meeting to create talking points. This will increase attendance and participation. The board chair should be aware of the time difference between the participants and schedule the meeting at a reasonable time to accommodate everyone.
Encourage participation during the virtual meeting by using a chatbox and asking participants to raise their hands prior to speaking. Be sure to keep brief meetings as long ones are likely to hinder productivity and reduce engagement. Don't also fill the entire meeting with a presentation slide as it may hinder discussion and cause confusion. Instead, make an agenda that has 20% fewer items in order to allow for more discussion.