Digital board meetings are a new conference format that allows directors' boards to meet over the internet. The meetings are conducted using video and audio communication tools that have a stable internet connection. Directors can access the meetings' files through an online boardbook, which can be accessed from any place. Minutes of meetings are also saved in the board portal for quick access. This paperless system helps simplify administrative tasks for board members of co-ops and condos. It eliminates the requirement for printed materials and also reduces the costs associated with distribution of materials, photocopying and storage. It also allows boards to attain quorum through remote attendance and allowing an increased range of geographical and social diversity.

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

Day before the virtual meeting make sure you send out a calendar invitation along with an agenda that you can use to plan talk points. This will help increase the number of attendees and involvement. The chair of the board needs to be aware of the time difference between the participants and plan the meeting to be at a convenient time for everyone.

Encourage participation in the virtual meeting by using chatboxes and asking participants to raise their hands prior to speaking. Keep the meetings brief because long meetings can be disruptive to productivity and reduce engagement. Don't fill the whole meeting with a slide presentation which can impede discussions and create confusion. Instead, you should plan an agenda with 20% fewer items in order to stimulate discussion.

https://www.boardroomdigital.info/board-meeting-documents-a-full-list/