What to consider for events like board meeting or AGM? Globally such event contains documents, discussions, decisions between members organized in committees and which ends up in a final document signed by everyone and resuming all discussions and decisions. An event usually takes places periodically (every month, quarter, year).

1. Schedule

This kind of event requires members agree on a single date which matches with everyone.

  • Define how long in advance should be planned the meeting;
  • Suggest different dates;
  • Ask members to lock the suggested dates before the announcement of the official date, because people available at the beginning may not be anymore available at the end;
  • Mind that when you plan a meeting in November for March, many would forget and you would have to refresh everyone (maybe one by one).

Tip: Save time by using Digiboard to help General Secretary plan the meeting. For example, the list of members is preselected depending on the event.

2. Convocation

Such event supports strategic decisions and requires preparing topics for members.

  • The agenda should list in a formal way:
    • the topics that will be addressed during the meeting (eventually adding topics members would like to go through);
    • the follow-up of previous meeting actions, …
  • Make available to recipients all up-to-date documents supporting topics subject to decision;
  • Provide a proxy allowing people who cannot participate to the meeting to nominate another member for representing them.

Tip: Save time by using Digiboard to help General Secretary send convocations. For example, convocations include the link to the meeting room of your favorite video conferencing software (ZoomMicrosoft Teams, …). Also, proxies can be easily managed with Digiboard.

3. Meeting

Run the board meeting at the appointed time on Slackjoin.meGoogle MeetMicrosoft TeamsSkype, Zoom, … following the agreed agenda and accessing board packs as needed.

You may find members arrive better prepared by following the recommandations of this guide.

  • Mind that running a video meeting with a large number of people requires careful preparation, tight controls, and good facilitation;
  • Minutes should be taken directly during the meeting;
  • Members should add comments in the agenda or discussion topic;
  • Run a decision and record votes.

Tip: Save time by using Digiboard to help members arrive better prepared. For example, the minutes of the previous meeting are already signed on Digiboard.

4. Meeting minutes

Meeting minutes is the resume of the discussion based on the convocation, including present people, voting results, approvals, decisions, and documents.

  • It is highly recommended to act decisions by signing before entering into action;
  • You should organize the signature of the document the soonest as possible (before the next meeting);
  • You should check what kind of signatures should you use (simple, advanced or qualified).

Tip: Save time by using Digiboard to help General Secretary edit and validate the meeting minutes. For example, minutes can be commented before being e-signed directly on Digiboard.

Use Digiboard for free to get better outcomes from your virtual board meeting. You can get in touch with us here or submit the form below to request your free account: