Organizing the meeting and preparing for it

Let’s look in detail at the main board portal features designed for organizing and preparing for meetings, and how they work.

Meetings scheduling

  • With this feature, your board secretary will propose specific dates and times for the next meeting. Members will be notified, and will check the proposed dates and times when they are available. The secretary will then schedule the meeting, and attendees will be automatically notified. By using the meeting calendar scheduler, the secretary won’t spend time managing dozens of emails and different private calendars.
  • If the meeting has to be rescheduled, the secretary can simply choose another date and time, and the software will automatically notify all members that the meeting has been rescheduled.
  • Board members can connect their private calendars to the board portal, so that meetings are automatically included in their calendars.
  • If there’s more than one meeting scheduled, board members can access a dashboard to have an overall view of meeting dates and agendas.

Agenda builder

  • This feature allows administrators to create a meeting agenda and share it with meeting participants and stakeholders, and allows the latter to annotate it and share their notes. This eliminates the time and effort of sending dozens of emails and attachments around.
  • The board secretary can create an agenda from scratch, or by customizing pre-existing templates.
  • Secretaries can simply drag and drop meeting files to create the agenda.
  • Once ready, the agenda is automatically distributed to all meeting participants and stakeholders.
  • Both secretaries and participants can annotate the agenda and share their notes, so it’s easy to make any required changes to the agenda and to update everyone about them.
  • For greater security, administrators can hide specific agenda items from individual participants and organizers.

Members directory

  • This feature makes it easy for secretaries and board members to find other members’ information, such as their names, professional profiles, resumes and contact details. If a committee member wants to contact another, they don’t need to spend time looking up their information on the web.

Document center

  • This feature makes it possible to store all meeting documents in one place, with easy access for board members and administrators. There’s no need for secretaries to email files around, or for board members to dig into old emails when they need a document.
  • Administrators can create a library of board documents such as charters and policies.
  • Everyone can easily find any document within the document center by using the directory.
  • Users can annotate documents.
  • Secretaries can easily create board packs in the document center and share them with meeting participants.
  • If the board secretary makes any last-minute changes to a board pack, all stakeholders will be notified and have instant access to the final version.
  • For security, board portal administrators can define who is able to view, edit and download which document.

Communication

  • This tool allows board members to communicate both in real-time and with asynchronous messaging, with no need to use external messaging platforms. This makes it easier to discuss board matters, while ensuring confidential board information is secure.
  • Board members can exchange individual messages among themselves.
  • Members of board committees can share group messages within their committees.
  • Board members can annotate board documents and share their notes with others.

News and announcements

  • With this feature, it’s easy for meeting organizers to keep board members updated on relevant company events, press releases, CEO messages and so on. They can just share them on the portal, and all members will be automatically notified.

Multiple boards single sign-on

  • Members who are on more than one board can sign in to all of them at the same time, with no need to insert their password more than once.

Offline mode

  • Board members can view and edit board materials even if they have no Internet connection.

Taking part in the meeting

After a board meeting is scheduled, the agenda is approved, and members have the latest versions of all relevant documents, the next step is the meeting itself. Here’s how key board portal features make it easier to lead and take part in meetings:

Voting

  • With this feature, meeting attendees can vote on board proposals during the meeting, and administrators can easily check voting results.
  • If any board members are taking part in the meeting remotely, virtual voting allows them to cast their votes too.
  • When circumstances require, administrators can allow board members to vote anonymously.

E-signatures

  • This tool allows stakeholders to sign any necessary documents before, during and after the meeting, eliminating the need for the board secretary to gather signatures by sending dozens of emails around.
  • For increased security, administrators can establish that users must provide their credentials in order to sign.

Video integration

  • This feature makes it possible to hold a board meeting by video conferencing  without using external apps. This makes things easier for attendees, who don’t need to have multiple tabs open or switch from one app to another. It also increases security, since the call happens within the secure board portal platform.
  • During the meeting, attendees can share their screens and real-time annotations with the board.

Wrapping up after the meeting

Once the meeting is over, there are still tasks to be done. These key board portal features will save you time and effort in post-meeting management:

Meeting minutes generator

  • This feature makes it possible to record minutes during the meeting, saving time and ensuring that no important information is lost. 
  • Board secretaries can easily edit minutes, store them, and share them with meeting attendees.

Task management

  • This tool allows the administrator to assign tasks to board members before, during and after meetings.
  • Secretaries can assign tasks to committees or to individual users.
  • Board members can easily check what tasks are assigned to them, and keep track of task progress with the goal progress tracker.

Board reporting features

  • With this tool, board secretaries can easily keep track of board activities and share them with members and stakeholders.
  • Administrators can check meeting attendance and track goal progress on the goal tracking board.
  • When preparing board audits and reports, managers and secretaries can easily find the necessary information and analytics.