The approach that companies take to meetings has changed radically. Board meetings – with their binders and printed agendas and lengthy preparation periods – are being superseded by sleeker, less turgid digital meeting tools.
Why? Because meetings are more efficient, collaborative, and more effective due to the use of technology. But with so many available options, how do you decide on the right digital platform for your board meetings?
So, let’s dive into what makes for an effective digital meeting platform, why it’s a must-have for boardrooms today, and how you can make it easy for your employees.
How Digital Meeting Solutions Are Redefining the Game?
Managing a board meeting is far more complex than it was 10 years ago. Combined with a growing need for live collaboration, data protection, and instant access to documents, traditional meeting styles became outdated.
But it’s not only about staying on the ball — digital meeting software addresses real-world problems. Consider the following:
- Time-consuming preparation: Imagine the hours (or days) spent creating physical agendas, printing pages and organizing papers. Digital applications make this process very easy, thus saving you precious time.
- Difficulty in accessing materials: With more people working remotely than ever, it’s no longer viable to rely on printed materials. Trustees should be able to see documents anytime, anywhere.
- Collaboration challenges: Board meetings are supposed to be about conversation and coordination, but with documents scattered among emails and physical folders, it’s hard to keep everyone on the same page.
And that’s where digital meeting tools enter the picture. They provide a fully automated, streamlined solution for managing meetings, allowing teams to concentrate on what really matters: making choices, not logistics.
What Makes a Good Digital Meeting Solution Work?
A digital meeting solution for your board should offer the following features. There is a reason that not all platforms are created equal and when it comes to meetings, tools matter.
1. Pre-Meeting Agenda Preparation
A great feature of a digital meeting system is that it makes the pre-meeting work easy. A good solution should enable you to easily build, update, and share agendas. Look for features like:
- Drag-and-drop agenda builders: This makes it easy to organize topics and allocate time for discussions.
- Template options: Save time by using templates for recurring board meetings, ensuring consistency.
- Real-time updates: Any last-minute changes to the agenda should automatically sync across the platform so that everyone is always up to date.
2. Document Management and Distribution
Board meetings are filled with reading through data. Rather than long email chains or shared drives, a digital platform should deliver:
- Centralized document storage: All meeting materials should be easy to access in one place, reducing confusion about where files are stored.
- Version control: Ensure that changes to documents are tracked, and board members are always working with the latest versions.
- Secure access: Sensitive information needs to be protected, so look for platforms that offer encrypted document sharing and permissions settings.
3. Collaboration Tools
A successful board meeting is not just about reporting — it’s about discussing and making decisions. Your online meeting software should facilitate teamwork by offering such options as:
- Annotation and commenting: Board members should be able to leave notes or highlight specific sections of a document to facilitate discussion.
- Polling and voting: For quick decisions, built-in polling and voting tools can help move things along without the need for lengthy debates.
- Real-time chat: Sometimes, side conversations are necessary. A chat feature can allow board members to have private discussions while keeping the main meeting on track.
4. Post-Meeting Follow-Up
The meeting doesn’t stop when everyone eavesdrops. Action items and responsibilities are essential to executing decisions on time. Look for tools that offer:
- Task assignments: Assign follow-up tasks to specific individuals directly from the meeting platform.
- Meeting minutes automation: Automatically generate minutes from the meeting, reducing the time spent on tedious documentation.
- Tracking progress: Keep track of assigned tasks and ensure everyone is held accountable for their responsibilities.
Why Do Board Meetings Benefit from a Digital Meeting Solution?
With the main features explained, let’s explore what it can mean to utilize a digital meeting platform. Not only because it saves time (though that’s important) but because it changes the meeting experience altogether.
Improved Efficiency
When everything is in one place and at hand, it’s a lot easier to plan and execute meetings. Members on the board are no longer forced to dig through emails and physical documents to get to what they need.
Enhanced Collaboration
Digital resources enable board members to interact more easily with the content and each other. From commenting on a document to voting on a key point, these tools enable more communication.
Increased Security
At board meetings, you can talk about some very personal stuff. Online meeting solutions provide secure options including encrypted document exchange, role-based access control and multi-factor authentication to keep your data safe.
Greater Accountability
With digital devices, we can more easily see who is accountable for what. Tasks can be grouped, allocated, and completed so that meeting decisions are actually followed up.
What to Look For When Investing In a Digital Meeting Platform?
Digital meeting solutions are certainly beneficial, but platforms are not all equal. Here are a few tips to consider when selecting one for your board meetings:
- Consider your specific needs: Does your board meet remotely? Do you need extensive document management features? Make a list of your requirements before diving into any solutions.
- Ensure ease of use: The platform should be intuitive for all users, even those who aren’t tech-savvy. A steep learning curve can be a dealbreaker.
- Look for integration options: If your board already uses tools like Google Drive, Microsoft Teams, or Slack, it’s important to choose a platform that integrates seamlessly with your existing systems.
- Prioritize security: Always ensure that the solution meets your organization’s security standards, especially if you handle sensitive or confidential information.
Are You Ready to Reimagine Your Board Meetings?
Board meetings are all on the digital, and it pays dividends: less time to coordinate, more decision time, and better team engagement.
The most efficient way to conduct board meetings can be achieved through Dess Digital Meetings. It’s an all-in-one board meeting management system that allows for agenda creation, file sharing, and coordination. Dess Digital Meeting will make your board meetings smarter, safer, and more productive.
Ready to make the switch? Stop by Dess Digital Meeting and see how their platform will make your next board meeting easier.
