Simplify the use of online board meeting tools with this guide. Provides greater control, efficiency, and productivity of events taking place in the digital space.
The essence of the virtual board meeting
The virtual board software is an application that allows numerous possibilities for various forms of communication in the application, storage of business documents, and basic project management.
A virtual board meeting usually takes place using a paperless meeting solution that allows participants, that is, directors, to organize and attend remote board meetings. Unlike other alternative video conferencing applications, these platforms are specifically designed for business settings, as well as important conversations and gatherings about the future of the organization/company/business.
Board members around the world are already using the solutions provided by this type of software. It’s filled with tools to help manage meetings, as well as ways to manage discussions and prepare for upcoming challenges. Look at the online board meetings guide to make the usage of this tool more efficient.
Difficult or easy: choice of board management software?
When choosing a board management software provider, be sure to consider the features they offer to meet the needs of your business or organization. This is important for both small and large businesses, from any country and region. Important things to do before making a decision:
- Determine the basic needs of the business;
- Specify the main functions of the online board meeting management software that will be used regularly in your business, voting in various formats, document and file sharing, meeting minutes, etc.
- Set the budget range for the board portal;
- Notice the rating of the best portals. This is especially important for large businesses, it will be necessary to train the personnel department, and this means dozens of lost working hours in the event of any failure.
The secret to a successful board meeting
Virtual meetings of the board of directors are fundamentally different from the usual personal ones. There are so many details that need to be learned and taken into account to maximize productivity, efficiency, performance, and engagement. There are some decisions managers need to make to organize successful virtual meetings of the board of directors.
1. Check permission for virtual meetings
Sometimes organizations, companies, and corporations do not allow virtual meetings of the board of directors in their internal charters, so this point should be checked. Even if there is permission for this action, it is also necessary to familiarize yourself with the internal rules and local regulations.
This will help you comply with internal rules and local regulations, which will make your board members feel much more confident. Take steps to ensure that proper procedures are followed so that you can always act ethically.
2. Choose the right time for the meeting
Picking the right time to hold a meeting is very important, especially if some of the board members are in different time zones. You must ensure that the meeting is held at a convenient time for everyone while respecting their breaks and lunch hours.
While it may not always be possible to accept everyone, you should do your best to keep the meeting accessible to as many board members as possible. If the gap is significant, it is recommended to set up two separate virtual appointments.
3. Set a clear agenda
Motivate board members to set the agenda daily. This will certainly ensure that all relevant topics are discussed, increase efficiency and interest, and also help everyone feel heard and appreciated.
4. Help with a technical part
Recommend to your board of directors equipment that performs well by all criteria, and provide them with technical support to make it work.
The purpose is essential during the process, so it’s important to lay the groundwork and be clear about your expectations and goals. If everyone is attentive, the meeting will be productive.
5. Communicate and interact with participants
Remember that board members bring many valuable ideas. That’s why it’s so important to make everyone engaged, motivated, and doing their best to turn them on when they join remote work.
6. Make good preparation and ask for the feedback
Everyone should be able to see clearly the participants, the materials, joint presentations, physical documents handed out, various content created during the meeting on whiteboards or flipcharts, and so on.
Use a dedicated assistant. A moderator has to engage remote participants, hold their attention, and ensure that their voices are heard. It’s also useful to ask for feedback from team members about the virtual meeting.
Summing up
Well-chosen board portal software allows users – board directors and other leaders – to control and improve the organization of board meetings and improve their management. It is worth learning the pricing structure of board management software to easily navigate the solutions in the market and find the right technology for the business.
