Technical requirements for organising and holding virtual meetings
Each cooperative has its own statutes that enable it to hold its general assembly or other specific corporate meetings. However, there are a number of functionalities that are necessary in order to organise a virtual meeting:
  1. 1.
    Live video broadcasting
  2. 2.
    Direct participation of the members of the board of directors
  3. 3.
    Voting during the meeting
In this guide we will propose a series of third-party tools that will cover points 1 and 2. On the other hand, with regard to point 3, we will focus on the Decidim platform, which is already used by several cooperatives and on which various functionalities have been developed to meet the needs of cooperatives.

1. Live video broadcasting

By holding virtual meetings we want to come as close as possible to face-to-face meetings, which is why the videoconferencing system is the closest we can get, as it allows us to transmit video and audio at the same time.
Technical tips to take into account when holding virtual meetings:
  • Connectivity (broadband or mobile connection): We will always aim for the maximum speed for video broadcasting; fibre optics in the case of broadband and 4G for mobile connections. Whenever possible, we recommend using broadband connections. When we connect to a broadband connection it is always advisable to do it directly by cable, because if we do it with WIFI we will lose connection speed. Most videoconferencing systems allow participation via mobile phone without the need for a broadband connection. This can be useful for members who are located in geographical areas with no other alternatives. It is important to make sure you have good coverage (preferably 4G) and have data available.
  • Devices available: computer, tablet or smart phone. Members who participate mainly as spectators can use any device with good connectivity. On the other hand, all participants who have to broadcast video or share documents during the meeting are recommended to participate with a computer.
To learn more about the live video system, see the following section:

2. Direct participation of the members of the board of directors

We recommend that you take advantage of the chosen template to broadcast the video live, as they usually contain a participation system. Depending on the system chosen and the way it works, this will be possible:
  • Participate with video and voice: When the number of participating members is small, a group videoconference can be held. Also, when the members participate in webinar mode, the member who requests a turn to speak can activate the camera and audio so that they can participate verbally.
  • Participation through chat : Videoconferencing systems also have a built-in chat. Moreover, when the company meeting is broadcast (the members who attend the meeting connect through the videoconferencing platform and the rest of the members do so through a second broadcasting and live participation system, such as youtube), in this case, the participation of the members of the meeting is via chat, In this case, the participation of the members in direct would not be possible, it would only be via xat or other additional forms of participation such as telegram channel, sms...

3. Voting during the meeting

In addition to the videoconferencing service and other services deemed appropriate to guarantee the participation of the members, a third key element comes into play for the holding of virtual company meetings: the voting system.
In this case, the Decidim platform will be launched, where we have included a series of components adapted and other customised components for cooperatives that will allow members to vote. These new components are:

Virtual census and verification of the data

The co-operative must have and prepare the virtual register of members with the following data:
  • Full name of person
  • E-mail address
  • Mobile phone number
  • Type of seat
  • Weighing your vote
Through the virtual census of members and the detailed data, a verification process is established in two steps: email and sms. This ensures that the people registered on the voting platform and the final participants coincide and that there is no change in the quorum.

Voting delegation

For cooperatives that use the proxy voting system, the component allows:
  • Create, modify and cancel delegations.
  • Configure the maximum number of delegations per member.
  • The members may vote in their own name and, separately, in the name of the members who have delegated them.

Voting results

  • The cooperative can consult the results of each vote, which are grouped by type of member and voting weighting.
On the following page you can find more information about the Decidim voting system and the extensions: