How to Conduct a Digital Board Meeting

Digital board meetings are an innovative conferencing format which allows directors’ boards to meet via the internet. The meetings are held using audio and video communication tools with a stable internet connection. Directors can access the meetings’ files through an online boardbook, accessible from any device. Meeting minutes are also archived in the board portal for quick access. This paperless solution helps to streamline administrative tasks for co-op and condo board members. It eliminates the requirement for paper-based materials, and also eliminates printing, distribution storage, photocopying and other costs associated with it. The boards are also able to reach quorum by allowing remote attendance and enabling a wider range of social and geographical diversity.

The following best practices will ensure a smooth and efficient flow of communication at a digital board meeting:

Send a calendar invitation with the boardroomdigital.info/board-of-directors-conflict-of-interest-policy-common-rules agenda one day prior to the virtual meeting to create talk points. This will increase participation and attendance. The chair of the board should be aware of the time difference between the attendees and set the meeting for a suitable time that is convenient to accommodate everyone.

Encourage participation in the virtual meeting by using a chatbox and asking participants to raise their hands before speaking. Keep the meetings short since long meetings could reduce productivity and cause a lack of engagement. Don’t cram the entire meeting with slides which can impede discussion and create confusion. Plan an agenda with 20% fewer items to stimulate discussion.