How to Conduct a Digital Board Meeting

Digital board meetings are a modern conferencing system that allows boards of directors to meet online. Meetings can be conducted using audio and video communication tools that work with an internet connection that is stable. Directors have access to the meeting files online in an online boardbook, which can be accessed from any device. The board portal also keeps meeting minutes for easy access. This paper-free solution simplifies administrative tasks for cooperative and condo board members. It eliminates the need to print materials and eliminates the costs related to distribution of materials, photocopying and storage. The boards are also able to attain quorum through remote attendance and allowing more geographical and social diversity.

Following these best practices will ensure smooth and effective communication during digital board meetings:

Send a calendar invitation with the agenda a day prior to the virtual meeting to create talking points. This will increase engagement and attendance. The chair of the board must be aware of time-related differences and schedule the meeting for a time that is convenient for all participants.

Encourage participation in the virtual meeting by using chatboxes and asking participants to raise their hands before speaking. Keep the meetings brief as long sessions can reduce productivity and cause a lack of engagement. Do not fill the entire meeting with a slide presentation, as this can hinder discussions and create confusion. Create an agenda that has 20% fewer items to stimulate discussion.

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