Digital board meeting is a modern conferencing format that allows boards of directors to meet online. The meetings are conducted using video and audio communication tools that work with a stable internet connection. Directors can access the meeting files online in an online boardbook, which is boardroomdigital.info/board-of-directors-conflict-of-interest-policy-common-rules accessible from any device. The board portal also keeps meeting minutes for easy access. This paperless option helps simplify the administrative tasks of co-op and condo board members. It eliminates the requirement for printed materials, and eliminates costs associated with distribution storage, photocopying and distribution. It permits remote attendance, which gives a greater variety of geographical and social variety.

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

The day before the virtual gathering make sure you send out a calendar invitation together with an agenda to prepare talk points. This will to increase participation and engagement. The chair of the board must be aware of time-related differences and arrange the meeting for a time that is suitable for everyone.

Encourage participation in the virtual meeting by using chatboxes and asking participants to raise their hands prior to speaking. Make sure to keep the brief meetings as long ones can reduce productivity and decrease engagement. Don’t cram the entire meeting with a slide presentation as this could hinder discussion and create confusion. Instead, create an agenda that has 20% fewer items to encourage more conversation.