There’s no shortage of opinions when it comes to how Board meetings should be held. Some board members swear by the energy and connection of meeting in person, while others appreciate the efficiency and convenience of virtual meetings. With competing priorities, busy calendars, and Board Members scattered across the country, deciding on the right format has become an increasingly important, and sometimes challenging, conversation.
So, should Association Boards meet in person or virtually? The answer, like many governance decisions, can vary depending on your organization’s nature, the purpose of your meetings, and the outcomes you’re trying to achieve. Both formats offer advantages and disadvantages, and the most effective Boards are often those that blend the two.
In-Person Meetings: Building Connection and Driving Engagement
There’s a reason in-person meetings have been the standard for so long. For many Associations, face-to-face interaction plays a critical role in their success, particularly those Associations built on relationships and networking.
Meeting in a conference room creates an environment where discussions flow more naturally. There’s space for thoughtful debate, spontaneous “banter,” and the kind of conversation that can lead to stronger, more well-rounded decisions. Body language and tone are easier to pick up on, which can help Board Members better understand each other’s perspectives.
In-person meetings also foster stronger connections. When Board Members gather in person, it builds trust, camaraderie, and a sense of shared purpose. This is especially important for active Boards that meet regularly and rely on collaborative decision-making to move their organization forward, while keeping Board Members engaged. For many, this consistency in both frequency and format is one of the keys to long-term success.
However, in-person meetings are not without their challenges. They often require a greater time commitment and can be difficult to schedule, particularly when considering the balancing act Board Members do with both their professional and personal obligations. Travel adds another layer of complexity by increasing the meeting budget to include flights, accommodations, stipends, and logistics. For some organizations, these factors can limit how often their Board can meet face-to-face.
Virtual Meetings: Flexibility and Efficiency
On the other hand, virtual meetings have become an essential tool for many modern Boards, and not without good reason.
The most obvious advantage is convenience. Without the need to commute or travel, virtual meetings are easier to fit into busy schedules, making it more feasible for Board Members to participate consistently. This is especially valuable for volunteer Boards, where time tends to be the most limited resource.
Virtual formats are also well suited for shorter, focused meetings. When the agenda is centred on updates, quick decisions, or time-sensitive issues, meeting over Zoom, Teams, or another platform can be both efficient and effective. It allows Boards to stay up to date without the need for extensive planning.
That being said, virtual meetings do come with trade-offs. It can be more difficult to build rapport and maintain engagement through a screen, especially in the post-pandemic times of ‘Zoom Fatigue’. Conversations can feel more transactional, and the flow of discussions can be interrupted by technology glitches. We have all been a part of virtual meetings where someone wants to talk but forgot to unmute themselves, or someone is trying to share their screen with little success.
It’s About Finding the Right Balance
With strong arguments on both sides, it’s clear that there isn’t a ‘one-size-fits-all’ solution for Board meeting formats. In fact, many Boards are recognizing that their “old ways” of doing things may no longer be sufficient in today’s fast-changing environment. Being adaptable is key.
Rather than choosing exclusively between in-person or virtual, consider how each meeting format can serve a different purpose:
- • Schedule in-person meetings for strategic discussions, relationship-building, and complex decision-making.
- • Utilize virtual meetings for routine updates, quick check-ins, and time-sensitive matters.
This hybrid approach allows Boards to capitalize on the strengths of both formats, while recognizing and minimizing each meeting format’s limitations.
Ultimately, the goal is not to choose the “better” format, but to create a meeting structure that adds value, strengthens Board Member connections, and moves the organization forward. The most successful Associations will be those that are intentional about how their Board Members are brought together, whether that’s around a conference table or on a screen.