Computers are increasingly finding their way to Board and Committee meetings. Participants use them to view reports on-line and communicate with one another. Computers can be used to e-mail a request to the Chair to be added to the speakers’ queue (instead of raising hands). Those who use computers in meetings enjoy and appreciate having them.

So what is the problem?

The main difficulty is that computers can become a distraction. If caution is not applied, they can reduce members’ ability to focus on discussions, and may thereby diminish the group’s ability to make informed decisions. Examples?

A computer may fail part way through a meeting, meaning that the member might be more focused on technological glitches, and less focused on the meeting.

Another risk is that individuals may engage in sending or receiving e-mails from outside parties, possibly at the expense of focusing on the meeting and the decision making process. Software features should be installed to prevent outside interference.

In the case of a public body, such as a municipal council or a school board, a member’s excessive focus on the computer screen may convey the impression that the individual is not focused on the business of the public body. For a citizen speaking before the body, a lack of full attention from elected officials can be insulting. An excessive focus on the screen can also raise public suspicion and mistrust: What might be so interesting to watch? Might it be a computer game? Might the elected official be surfing the Internet or receiving e-mail messages from constituents, possibly interfering in the process and creating a distraction?

The above risks do not negate the benefits of legitimate uses of computers in meetings, as long as such uses do not become a distraction or have other negative impacts on the process.