Digital meetings for the association board: tools and tips
Are online meetings legally valid?
Yes, provided you set it up correctly. Thanks to the WBTR and the temporary legal adjustments from the coronavirus period that have since become partly permanent, associations are allowed to hold meetings entirely online. The conditions:
- The articles of association permit it, or all members vote in favour
- Members can participate live and speak
- Votes must be traceable
Are online meetings not yet covered in the articles of association? Consider including this in your next amendment to the articles.
Choose the right tool
For most association boards, a simple video link is already sufficient. Popular options:
- Microsoft Teams: Great for larger groups, agendas and minutes can be kept
- Google Meet: Easy to use, free for small groups
- Zoom: Reliable for hybrid meetings
Choose a tool that all participants can use, including board members who are less digitally proficient. Set rules on microphone use (off by default), camera (on if possible), and how to handle technical problems.
Meetings with an agenda and minutes
A digital meeting runs more smoothly with a clear structure. Send the agenda at least five days in advance. Use a shared document for live minutes. This allows everyone to follow along and action points can be recorded immediately. Appoint a designated minute-taker; the chair is less suitable for this.
Hybrid meetings: physical and online
Hybrid meetings (some present in person, some online) require special attention. A common mistake: people in the room talk to each other and forget the online participants. Tips:
- Position the camera so that everyone in the room is visible
- Repeat questions and remarks from the room for the online participants
- Appoint someone to monitor the chat
- Use a good microphone; built-in laptop audio is often hard to hear
Digital voting
If you want to vote digitally, it must be verifiable and traceable. Options:
- Hand-raising via camera (suitable for small groups)
- Chat responses (less formal, but usable for non-critical decisions)
- An online voting tool such as Mentimeter or a simple Google Form
For formal decisions (board changes, budget approvals), email voting is a reliable fallback if members cannot be online simultaneously.
Asynchronous decision-making: meeting without a meeting
Not everything needs to happen in a meeting. Small decisions can also be taken by email: circulate a proposal, allow a week for responses, and record the decision. This is called asynchronous decision-making and saves a huge amount of meeting time. Document this in the articles of association or in standing orders for legal certainty.