Online boardroom is a live meeting that uses online software for conferencing. The software lets participants communicate with each other using speakers and a webcam, so that they can see each others faces and hear each other’s. It also allows attendees to use their screens to collaborate on documents. Some of the most popular online board rooms are Zoom and GoToMeeting.
Virtual conferences are less able to keep participants focused than face-to-face ones. Attendees have to fend off the temptation to check their email or text messages and have to contend with distractions like pets and children. Some board members prefer face-toface meetings due to the fact that it is difficult to keep people focused on the topic.
Board meetings are often important and formal events in which the Board examines the performance of the organisation and determines the future strategy and gives oversight to management. In some organizations, the Board Check Out will hold meetings in their own dedicated boardroom, while others may hire a venue that reflects the importance of the occasion, like a conference centre or hotel.
Using board portals to conduct virtual meetings can lower the cost and complexity of governance processes. It will eliminate the necessity for physical books for board meetings, which require a large investment in paper, printing and binding, and shipping costs. It also cuts short the time it takes to create and distribute materials for the board, as well being a risk of sensitive information being exposed via email or personal file-sharing systems. A good portal for board members will feature security features, such as a robust Q&A and an audit trail for users’ activities. It should be compatible with different operating systems and devices such as iOS and Android.