The Wall Street Journal (subscription required) has a good article in Monday's technology section on how corporations are using dedicated board of directors websites to let directors communicate with management and each other. But here's the part that caught my eye:
The main functions of a directors' Web site are simple enough: easy online access to briefing papers and internal company data, so directors can do their homework at home or on the road a few days before board meetings and show up fully informed; the ability to fine-tune a document online, so directors can hold a brief but urgent committee meeting online from different locations; and an exclusive e-mail system.
Can they really meet online? It depends on whether they use Internet telephony or a real-time text-based mechanism (like a chat room). Delaware General Corporation Law sec. 141(i) provides that directors may conduct a meeting:
by means of conference telephone or other communications equipment by means of which all persons participating in the meeting can hear each other....
Web-based supplements to a telephone conference call thus are fine, but real-time text based messaging is OUT. To conduct a meeting exclusively online, in a Delaware corporation at least, you must use Internet telephony. I wonder if any Delaware corporations have held invalid text-based board meetings online? I emailed this post to the reporter who wrote the story and asked him. I'll report back if he answers. In the meanwhile, I once wrote an article motivated by DGCL section 141(i)'s requirement that directors be able to hear one another. Why a Board? Group Decision Making in Corporate Governance, 55 VANDERBILT LAW REVIEW 1 (2002). To be clear, the article's not about online meetings -- its a theoretical inquiry (neoinstitutional and behavioral economics with a dose of social norms theory) into why corporations are run by a board rather than an individual autocrat (of course, in practice, many CEOs are individual autocrats). But section 141(i) was what got me thinking about the theory issues.
The requirement that members be able to “hear” one another seems quaint in an era of electronic mail, instant messaging, and internet chat capabilities. Yet, when Delaware recently amended its corporation statute to permit much greater use of electronic forms of communication, it retained the requirement that board meetings be conducted in such a way that all members may hear one another. As it turns out, this appears to have been the right choice. Research on decision making has found that groups linked by computer make fewer remarks and take longer to reach decisions than do groups meeting face to face. Kiesler and Sproul, for example, not only found that meetings conducted through computers result in greater delays, but also that the decisions made in such meetings were more likely to exhibit the risky shift phenomenon. Sara Kiesler and Lee Sproul, Group Decision Making and Communication Technology, 52 Org. Beh. & Human Decision Processes 96 (1992). They also found that time-constrained groups exchanged much less information when meeting electronically than when meeting face-to-face.
Electronic communication takes place mostly through text-based mediums. For many people reading and typing are slower and require greater effort than verbal communication. Text-based communication also deprives participants of social cues, such as body language and tone of voice, that may be important signals. Social norms constraining behavior apparently function less well in text-based communication, as illustrated by the flame wars that plague Usenet newsgroups.
As with other aspects of the rules governing board meetings, accordingly, there seems to be a legitimate basis for otherwise formalistic rules. Even such housekeeping rules as notice requirements prove to be consistent with the research on group decision making. Unless the articles of incorporation require otherwise, no notice of regularly scheduled board meetings is required. Special meetings require at least two days notice. As a matter of statutory law, the requisite notice need not announce the purpose of the meeting. Because the directors’ duty of care requires them to make an informed decision, however, it is advisable whenever possible to provide directors of advance notice of the reason for calling a meeting and any relevant documentation. As with other requirements relating to board meetings, the notice rules are intended to ensure that the board functions as a collegial body, all of whose members participate and get the benefit of the participation by all other members. MBCA § 8.23 cmt.
That notice requirements effectively carry out that function is suggested by research on group performance. Michaelsen et al. conducted a study in which individuals were pre-tested and then re-tested as members of a group. Under those conditions, groups outperformed individuals. Michaelsen et al. analogize this testing order to organizational decision-making processes in which “group members prepare a position paper and circulate it to other group members prior to problem-solving discussions.” Larry K. Michaelsen et al., A Realistic Test of Individual Versus Group Consensus Decision Making, 74 J. App. Psych. 834, 834 (1989). A board meeting conducted after meaningful notice likewise replicates this testing order.
UPDATE: The WSJ reporter (Geroeg Anders) have given me permission to blog his response: "As far as I can tell, boards (either deliberately or inadvertently) are staying within the bounds of the Delaware code as currently written. Even when computer-to-computer interactions are a meaningful part of a remote board/committee meeting, there usually are parallel phone lines that are open, so that people can ask questions the old-fashioned way."
