Online boardroom is a live meeting that utilizes online conference software. The software lets participants connect with each through webcam and speaker, so that they can communicate and see each other. It also allows attendees to connect their screens and collaborate on documents. Zoom and GoToMeeting are two of the most popular online meeting rooms.
As opposed to face-toface meetings, virtual conferences are more difficult to keep participants active. Participants must fight the temptation to check their emails or text messages and may have to contend with distractions like pets and children. The challenge of keeping people focused on the discussion is why some board members prefer to meet face-to-face.
Board meetings are typically formal and important events, where the Board reviews the performance of their organization and sets the future strategy and provides oversight to management. In some organizations, Board meetings are held in a separate boardroom. Other organizations may select a venue that reflects their importance, like an event centre or hotel.
Board portals can be used for conducting virtual meetings, reducing the costs and complexity that come with governance processes. It eliminates the need for physical board books that require a substantial investment in paper, printing, binding costs, as well as shipping. It can also cut short the time it takes to prepare and distribute boards, as well being a risk of sensitive information being exposed via email or personal file sharing systems. A good portal for board members should include security features, such as robust Q&A and an audit trail of all user activity. It should be compatible with a range of operating systems and devices such as iOS and Android.