Digital board meetings are modern conferencing format that allows boards of directors to meet online. The meetings are conducted using audio and video communication tools with a stable internet connection. Directors can access meeting files in an online boardbook, which can be accessed from any location. The board portal also holds meeting minutes for easy access. This paperless option helps simplify administrative tasks for co-op and condo board members. It eliminates the need go to website for printed materials and reduces the costs related to distribution storage, photocopying and distribution. The boards are also able to reach quorum by allowing remote attendance and allowing more geographical and social diversity.
These best practices will ensure smooth and effective communication during digital board meeting:
Send a calendar invitation with the agenda one day prior to the virtual meeting in order to prepare talk points. This will increase the number of attendees and involvement. The board chair should be aware of the time differences between the participants and schedule the meeting to be at a convenient time that is convenient to accommodate everyone.
During the virtual meeting, encourage participation by using a chat box and asking participants to raise their hand before speaking. Make sure to keep the meetings short as long meetings are likely to hinder productivity and reduce engagement. Also, don’t take up the entire meeting with a presentation slide, since it can hinder discussions and create confusion. Rather, plan an agenda that has 20% fewer items in order to stimulate discussion.
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