Online board room is a meeting that takes place in real time with the help of online conference software. The software allows participants connect to one another via the webcam and speaker to communicate and see each other. The software allows participants to share their screens, and collaborate on documents. Some of the most well-known online board rooms are Zoom and boardroomfilm.com GoToMeeting.
Unlike face-to-face meetings virtual conferences are more difficult to keep participants active. Participants must fend off the temptation to check their email or text messages, and also have to contend with distractions like pets and children. Some board members prefer face-toface meetings due to the fact that it is difficult to keep everyone focussed on the discussion.
Board meetings are typically important and formal, where the Board reviews organisational performance, sets future strategy, and gives oversight to management. In some organisations they will have the Board will hold meetings in their own boardroom, while others may choose a venue that is reflective of the importance of the event like a hotel or conference centre.
Utilizing board portals for virtual meetings can reduce the cost and complexity of governance processes. It can eliminate the necessity for physical books for board meetings which require an enormous investment in paper, printing and binding, as well shipping costs. It can also cut down on the time required to create and distribute boards, as well in reducing the risk of sensitive information being leaking through email or personal file-sharing systems. A good board portal should include security features such as robust Q&A and an audit trail of users’ activities. It must be compatible with a wide range of operating systems and devices such as iOS and Android.