Virtual board meetings have become a standard part of condominium governance, and in many ways, they are more effective than in-person meetings. They reduce side conversations, limit interruptions, and naturally focus discussion on one speaker at a time.

That said, virtual meetings introduce their own considerations. When boards understand these nuances and adjust their approach accordingly, virtual meetings can be highly efficient and well documented.

Facilitation in Large Virtual Meetings

For regular board meetings, virtual platforms often improve facilitation. Zoom and similar tools naturally limit people talking over one another and keep discussion more orderly than many in-person meetings.

However, large meetings such as AGMs or owner town halls can become disorganized without skilled moderation. Managing chat, raised hands, voting, and open microphones requires experience.

For larger virtual meetings, boards may wish to use specialized moderation services such as those offered by professional virtual meeting providers, which are designed specifically for large owner audiences.

Preparation Matters More in a Virtual Setting

Poor preparation affects all meetings, but virtual meetings remove the ability to casually pass documents around or visually confirm that everyone is looking at the same material.

Because of this, presenters should be more explicit when referencing documents, page numbers, or specific sections. Screen sharing can be extremely effective, provided someone actively guides participants through the material rather than assuming everyone is following along independently.

Clear verbal framing becomes more important when visual cues are limited.

Technology Supports the Process, It Does Not Replace It

Virtual meeting tools are powerful, and when used properly, they enhance structure and control. However, technology alone does not replace the need for a clear meeting process.

Good chairing, clear agenda structure, and basic rules of order still matter. In fact, virtual meetings tend to highlight strong process rather than mask weak process.

Compared to in-person meetings, virtual meetings are often less likely to spiral out of control. The structure imposed by the platform can actually reinforce good governance practices.

Clear Decision-Making Is Critical for Accurate Minutes

One area where virtual meetings require extra attention is decision-making clarity.

If a director says “I agree” quickly while muted or off camera, a minute taker may not hear it or be able to identify who spoke. Unlike in a physical room, audio location cues are limited.

Best practice is to state names clearly when making or seconding motions, and for the chair to restate the motion, including the mover and seconder, before calling the vote. This ensures the minutes accurately reflect the board’s intent.

Final Thought

Virtual meetings are not a compromise. When run properly, they are often more focused, more controlled, and more efficient than in-person meetings.

By adjusting preparation, communication, and decision-making practices to suit the virtual environment, boards can take full advantage of the format while maintaining clear records and strong governance.