How Technology Can Help Manage In-Person Board Meetings

Modern companies implement innovative digital technologies into their activities to optimize the use of company management resources. This article will explain how these innovations can improve in-person board meetings.

In-person board meetings with the help of virtual technologies

In-person board meetings are one of the main ways of organizational communication among collegial bodies. And the more global the tasks set for the company’s board, the more urgent the issue of increasing the efficiency of meetings becomes. Modern virtual technology minimizes errors and problems, including consistent use of specific rules and procedures during board meeting preparation. 

 Virtual management systems constantly improve analytical tools and decision support systems to provide the highest possible level of conveying in-person meetings. At the same time, group sessions in the virtual space are based on the interaction of experts, decision-makers, analysts, moderators, and other participants; ultimately, human communications cannot be fully automated. However, on the other hand, it is possible to transfer them to a qualitatively new level with the help of board management software. Therefore, considering that in addition to promising analytical tools in such strategic management systems, the people themselves, and the organization of their uninterrupted, comfortable work, are important.

Moreover, using digital technologies further improves the existing mechanism for collaborative editing and review of electronic documents using specialized discussion support tools. It provides tremendous opportunities for visualizing complex content, presenting information of a different nature, and forming a common secure communication space for board members.

How does the board software facilitate board meetings?

Another promising application of digital technologies, which are actively spreading in board software solutions, is the implementation of the latest generation of videoconferencing in the form of telepresence and the creation of a virtual meeting room. That seems very convenient as a tool for working with geographically remote participants in discussions and collective decision-making. These capabilities take collaboration to a new level and revolutionize the video conferencing experience. As states, the virtual board meeting room combines efficient meeting and collaboration tools with high-tech solutions for organizing the participation of remote experts. Furthermore, video conferencing via telepresence provides “live communication” with remote subscribers, allowing for effective board interaction.

The board meeting software helps to automate most of the routine operations, including:

  • scheduling the date and time of the meeting
  • automatic generation of tasks based on decisions made at the meeting and distribution of tasks for execution;
  • distribution of the minutes of the meeting by e-mail to participants and interested parties;
  • generation of reports (in MS Excel format) based on the results of the meetings.

Since the participants feel like they are all in the same room, their collaboration becomes natural and effective as face-to-face communication. In such conditions, it becomes possible to convey the “ambiance” of the meeting: the image is transmitted in full size with stereo sound, creating the feeling that the voice comes directly from the participants. In addition to direct visual contact, full duplex communication allows participants to communicate in real-time, capturing the slightest intonations and all the nuances of a conversation. However, board members may be geographically dispersed and even located in different time zones.

Special attention in the virtual board meeting room is paid to the means of collaboration and organization of collective access to information. Using digital technologies further improves the existing mechanism for collaborative editing and review of electronic documents using specialized discussion support tools. It organizes distributed storage of digital resources with a single access interface for information exchange.