Remote working is the new way of doing things in the corporate world. Companies are shifting to hybrid working models where employees and management can operate remotely. Even corporate boards are rapidly switching to online meetings to minimize the financial drainage.
However, digital communication isn’t as smooth as you might think. According to research, technical or software issues are among the biggest challenges for businesses operating through digital routes. What’s more, insufficient preparation and lack of coordination also contribute to inefficient online meetings.
One way to minimize these hurdles is to employ certified, globally online meeting management solutions like board portal software. Board portal software is a multi-faceted online board meeting management solution that companies use to streamline document management, online meetings, and board communication.
Here is a brief introduction to board management software, the role of board portal software in board management, and tips to streamline board meetings.
What is board management software?
Board management or board portal software is a paperless meeting solution specifically designed to manage board meetings and documentation efficiently. Board software boasts a wide range of multi-dimensional tools for creating, editing, sharing, and managing board documents.
Board software eliminates the need for external applications for communication. Every high-end board portal has built-in communication tools such as chat messengers and live polls.
Virtual boardrooms have everything you need to schedule, organize, and conduct a board meeting. Most importantly, you can use board portal for financial services, the banking sector, nonprofit organizations, clubs, unions, charities, and any type of commercial organization.
Useful tips to streamline board meetings
Considering and addressing small things in board meetings can make them more productive. Here are some handy tips for more efficient board meetings:
- Use consent agenda to regulate the usual elements in board meetings.
- Develop a detailed 12-month board meeting calendar and share it with all board members.
- Ensure that board annual work plans are in order.
- Use consistent formatting for board meeting presentations.
- Seek regular feedback from board members after meetings to make improvements.
How board portal makes board meetings more efficient?
Board meetings have a higher chance to be productive when meeting members are informed early, and they have easy access to board materials and enough time to prepare for board meetings. This is where board portals become useful; here is how.
Unified platform for board needs
Isn’t it more convenient to have a centralized platform for all your board members, eliminating the need for sending meeting invitations repeatedly? You can do this through a board portal that simplifies the process of adding and managing your board members and other relevant personnel with ease.
Board members can easily access board documents and meeting materials anytime. They can engage in pre-meeting discussions and agenda setting; all of this happens in one platform.
Meeting scheduling and calendar management
Using board software, you can build detailed calendars for your board meetings and effortlessly share them with your members. Board software also allows you to integrate your members’ Google calendars for better meeting scheduling. They can also opt for notifications to keep them informed about coming meeting dates or receive timely reminders from the management.
Centralized storage for board materials
Gone are the days of paper documentation; in today’s corporate world, instant access to board materials is a necessity for successful board meetings. Traditional paper-based methods waste both time and money, as they require distributing copies of board documents and meeting agendas to all members and make it even more challenging to access updated versions.
On the contrary, virtual board software offers a central repository for hundreds and thousands of documents, accessible from anywhere at any time.
Streamlined meeting preparations
The tiresome and time-consuming process of preparing and sharing board material and meeting agendas becomes easier and faster with board software. Traditional paper-based approaches involve sending agendas for input from meeting participants and obtaining signatures from the chairperson.
Board management software provides digital meeting agenda templates that can be electronically signed by the chairperson and viewed by board members. The board secretary then shares the agenda with the expected participants, and any changes are instantly communicated as well.
Improved in-meeting tools for productive meetings
Board portal software offers a suite of tools to enhance the productivity of board meetings. The meeting chair can set timers to allocate speaking time fairly among members. Also, for presentations, members can use presenter mode; they can initiate motions and cast their votes digitally within the board portal software. What’s more, documents, contracts, or resolutions can be signed via the electronic signature feature, saving time and ensuring convenience.
Efficient post-meeting management
Once a meeting concludes, the secretary can edit meeting minutes, get signatures from the meeting chair, and distribute them to participants and absentees. Archived meeting minutes are readily accessible for future reference. The task manager in board software allows board members to track their team’s progress effectively.
Final words
Virtual boardroom is a digital collaboration platform for executive committees, corporate boards, and top management. You can use board portal software for nonprofits, clubs, unions, public institutions, and commercial organizations to streamline board meetings and document management.