board room digital

Digital board meetings are a brand new conferencing format which allows directors’ boards to meet on the internet. The meetings can be conducted through audio and video tools that work with a stable internet connection. Directors can access meeting files in an online boardbook that is accessible from any place. Meeting minutes are also stored in the board portal for easy access. This paperless system helps streamline administrative tasks for board members of co-ops and condos. It eliminates the need for printed materials, and eliminates costs associated with distribution, photocopying and storage. It also allows remote attendance, allowing for a greater variety of geographic and social variety.

To ensure smooth and effective communication during a meeting on a digital board, the guidelines below should be followed:

Send a calendar invitation with the agenda a day before the virtual meeting to prepare talking points. This will help to increase participation and engagement. The chair of the board should be aware of the time differences between the attendees and set the meeting to be at a convenient time that is convenient to accommodate everyone.

Encourage participation during the virtual meeting by using a chatbox and asking participants to raise their hands prior to speaking. Keep the meetings brief since long meetings could hinder productivity and engagement. Also, don’t take up the entire time by presenting a slide, because it could hinder discussions and create confusion. Instead, you should plan an agenda that has 20% less items to stimulate discussion.