Virtual Board meetings can solve many of the problems your Board encounters. With new technology, your team members no longer have 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. 

Controlling your users isn’t just about who can get into the meeting. It’s also about what they can do once they are there. Make sure your members do not have access to documents or processes that are beyond their security level.

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

1. 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 a virtual Board meeting is more secure than an 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. 

2. 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 managing the users and environment of your meetings, you can ensure everything goes according to plan. 

Imagine someone is sharing their presentation but keeps getting interrupted by people who don’t understand the content. Before setting up any formal meeting, consider what each person is there to do. Everyone should have an assigned role they can work towards. No one should be in the meeting room just to fill a seat.

3. 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 can 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. 

4. Streamline Internal Processes

One of the advantages of virtual discussion is that everything is readily documented. There’s no chance of actions going unrecorded, or archived minutes going missing. As a result, 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.

5. Make Your Staff Feel Valued

Last but certainly not least, an organised 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.

 

How Can a Board Portal Help Control Your Users and Meeting Space?

Ultimately, it’s important that you control your users to ensure a smooth and productive Board meeting. The best work is done when your whole team can focus and contribute their most exciting ideas. It can also save time before, during and after the meeting itself.

A Board Portal like Convene is designed to give you full control of your meetings. Whichever sector you work in, our all-in-one meeting management software can help you deliver effective policies. With state-of-the-art security and granular access controls, you can make sure there are no interruptions.

From creating an agenda to establishing a strong admin trail, every step of the meeting process should be as smooth as possible. With the right software, the complex task of strategic planning can be much easier!  If you’d like to find out more about our Board Portal, check out our customer success stories or book a free trial now.

Lucy Palmer

Written by Lucy Palmer

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