Virtual board meetings can solve many of the problems your board encounters. With new technology, your team no longer has to be in the same room to have important discussions. You also have greater control over your meetings than ever before. Gone are the days when anyone could wander in and sit down. With a board portal, you can control exactly who is present and what information they have access to.

Here are five key reasons it’s important to take full advantage of this control:

  1. Ensure Your Meetings are Secure
  2. Minimise Interruptions
  3. Save Time and Energy
  4. Streamline Internal Processes
  5. Make Your Staff Feel Valued

Ensure Your Meetings are Secure
Security is crucial in any board meeting. When it comes to your company’s sensitive information, you can’t afford to take risks. Although digital board meetings are more secure than in-person meeting, you still have to take precautions. In the practice known as zoom-bombing, online meetings which are not secure can be hijacked by intruders.

Fortunately, technology provides a relatively easy solution to this problem. By using software with built-in security measures and access controls, you can safeguard your meetings. With a board portal like Convene, you can ensure all your sensitive documents are protected. Users have full system ownership, which means they can monitor different levels of security access.

Minimise Interruptions
Distractions are more than just a pain. In online and offline meetings, they disrupt the flow of discussion and make it difficult to stay on track. These interruptions can take a different form in the digital age, but they’re no less frustrating. By controlling the users and environment of your meetings, you can ensure everything goes according to plan.

Save Time and Energy
Your board members are busy, and don’t want their time wasted. The switch to digital provides the opportunity to save travel time, but it can help streamline your meetings in other ways. Having control over your users and environment will help maintain an efficient schedule. From the moment a meeting is published in Convene, participants are able to view the papers. When you can change permissions with the click of a button, it is easy to ensure everyone has access to the documents they need.

Streamline Internal Processes
One of the advantages of virtual discussions is that everything is readily documented. There’s no chance of actions going unrecorded, or archived minutes going missing. Controlling your users and environment can simplify your paper trail. Take full advantage of the audit trails offered by board management software, by ensuring your system doesn’t grow overcrowded. An efficient board meeting saves time in the moment, but it also saves admin time later.

Make your Staff Feel Valued
Last but certainly not least, an organized meeting shows your staff that you value their contribution. Meetings filled with interruptions are unprofessional and reflect badly on your company. On the other hand, smooth meetings demonstrate your commitment to efficiency. Take advantage of the connection between satisfaction and efficiency, by investing in the well-being of your team.

Ultimately, it’s important that you control your users to ensure a smooth and productive board meeting. If you would like to find out more about how a board portal can help you achieve this, contact us here.

Lucy Palmer

Written by Lucy Palmer

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