Digital board meeting is a modern conferencing system that allows boards of directors to meet online. The meetings are conducted using video and audio communication tools that have an internet connection that is stable. Directors can access meeting files in an online boardbook that is accessible from anywhere. Meeting minutes are also stored in the board portal for easy access. This paperless system streamlines administrative tasks for condo and cooperative board members. It eliminates the need for paper-based materials and also eliminates printing, distribution, photocopying, storage, and other costs associated with it. It also allows remote attendance, which allows for a greater range of geographical and social variety.

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

The day before the virtual gathering to invite people to a virtual meeting, send a calendar invite together with an agenda to create talking points. This will boost engagement and attendance. The chair of the board must be aware of any time differences and arrange the meeting for an time that is convenient for all participants.

Encourage participation in the virtual meeting by using chatboxes and asking participants to raise their hands prior to speaking. Be sure to keep sessions short since long meetings can hinder productivity and cause a lack of engagement. Don’t fill the whole meeting with a slide show which can impede discussions and create confusion. Make a schedule with 20% less items to allow for more discussion.

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