Today it’s easy to do things remotely. Even if it is such a complex event as a board meeting. With a virtual boardroom, both online and offline events become simple and efficient.
Internet and technologies give us so many opportunities. We can find everything in just a few clicks. We can talk to our friends who live on the other side of the globe. We can entertain ourselves. Technologies offer us vast possibilities making our lives more simple and enjoyable. We don’t have to travel to see our relatives, there is no need to go out to buy things. And we don’t have to physically attend events anymore.
Sure, most of us are used to the classic approach to business meetings – everyone gathers in the same room holding papers in hands. But why use old-school methods when new ones are much better and convenient?
A lot of companies have several offices that located in different cities and rather often – in different countries. And technologies allow offices to not only communicate properly but feel like one huge team as well. Companies invest in huge screens to hold virtual meetings where remote teams can see each other and feel like they are in the same room. Business owners implement a lot of tools that help to manage remote workflows. But it is not that hard, actually, to manage the work of the employees, even if they are working remotely.
The real challenge is to make a big number of directors in the large company to work together. Every member of the board has a lot of responsibilities and everyday tasks they have to manage. And directors rather often lose a track of each other’s actions. Thus, the board loses its efficiency, damaging the performance of the whole company. And if directors are located in different areas, the process becomes even more complicated.
That’s why the board software was created. It helps to build a solid and effective teamwork within the management of the company. Using the board app directors can share documents, communicate efficiently, solve minor issues and track processes within and outside of the company.
The advantages of using a board meeting app
The biggest challenge boards face holding meetings is that they need to share some important and sensitive information. And it will be better if files can be not only shared but also discussed if needed before the event. With a board meeting app, it is easy to give an access to all documents to board members so they can review and comment the information. Also, since all files are organized and can be accessed from almost any device at any moment, directors can work with them during the event itself. And if the meeting is held online, the virtual board of directors portal becomes a vital tool. Using it all participants will see the same picture, thus, they can be sure they are on the same page during the discussion.
Also, everything participants were talking about during the meeting can be stored in the corporate secretary software. This feature is very useful – records can be accessed later if board members need to refresh their memory before the next meeting or they want to clarify some details. It is nice to have such information securely stored. You never know when you might need it.
During and after the meeting directors can create tasks for themselves, each other or executives using the board app. After that, they will be able to track their activity and see if things go the right way. Also, using this software, members of the board can hold votes between or before meetings. This feature allows deciding quickly on some minor issues or debatable moments.
Usually, digital directory boards are compatible with all devices and operating systems. They can be accessed from any device and location and at any moment. Some providers of meeting management solutions even allow users to access the information without the internet connection. It is really useful if the member of the board is traveling a lot.
One more feature that shouldn’t be left behind is the ability to pick the date and time of the meeting that will be convenient for everyone. It allows improving the attendance and makes the event easier to hold since no one needs to adjust too much. And if board teams are remote, this feature will help to pick the right time including time differences.
Secure access to a board software
The board software is not only very convenient and helpful. It is really safe to use. Providers of board meeting apps highly protect their servers where the user data is stored. They make sure malefactors have no chance to get into the repository and steal or damage the information. So all sensitive files of the board are perfectly safe.
Also, to access the board app the user will have to enter the code that is sent to their phone in an SMS while logging in. So even if the hacker gets the login and password of the user, they can’t enter the virtual boardroom. This two-factor authentication protects companies from data theft.
The administrator of the virtual meeting room is in a full control of the level of access all users have. The owner of the boardroom can manage who can see, edit, share and print documents. All settings can be changed at any moment. The administrator can also see what actions did users perform within the digital directory board.
Every provider has its own features that are created for certain needs of the business. If you’ve already started looking for the meeting management solution for your company, you could get an impression that all of them are almost identical. But it can seem so on the first sight. Studying our board portal software comparison you can take a grasp of the features and qualities of providers. It will help you to understand which instruments does your business need and what solution fits those needs.