The pandemic has overtaken almost every possible area of our lives. Social distancing, work from home, and a sense of isolation are all synonymous with this worldwide situation. However, companies still need to operate and develop new ideas to get us out of this circumstance.
With the use of new tools, better internet connectivity, we are able to do unimaginable things — collaborate with people all over the world within a matter of seconds. And for those occasions, the organization of virtual events, board meeting software has been developed.
How to use the tool to its full potential, and make a truly remarkable virtual event?
1. A look into the past
What kinds of things were always present during physical events? What kinds of activities were the people participating in? What is the ONE thing without which an event couldn’t take place?
Answering those questions gives you a good baseline for what to expect from a virtual event. You need to take into account that the meeting itself will take place in the virtual dimension and not all of the activities can be done there, but within a board meeting software solution there is usually a pretty good alternative. And everything will be stored in that space!
This is a great tool for anyone looking to improve the quality of their board meetings, and any meetings generally that need the special care of additional software. Board portal software is designed to support one of the most important and difficult types of meetings, board meetings, so they are also a perfect tool for any other type of virtual meeting and physical meeting.
2. Pick a time slot
With a calendar built into a board meeting app, everyone involved in the virtual event can just give you a heads up notice of who will be available when and when would overlap with other members of the group. This would be difficult to do if it were a physical meeting, as you would need to inquire about the availability of everyone, and not just share a link with the people involved. This not only spares time for the board members but also saves time for the person who is organizing the meeting.
Those calendars also keep track of all of the events that predated the one you are about to organize which is an additional plus. If you continue using this solution, you will have all of the necessary dates put into the system automatically, and all of the files associated with those previous meetings will also be accessible.
3. Preparing the materials
Taking the files from all over the office, and compiling them all into an agenda file might be a strenuous process, but when you are using board portal software, you should have all of the files already gathered in one place. Creating an agenda would be easy, and could be done from within the solution itself. However, not everything can be done automatically, and there is some work to be done there, nevertheless, it is much easier than doing it all by hand.
Board meeting management software has special management functions that help you organize and categorize the already copious amount of information that needs to be in the system for the meeting to go according to plan. After some time of using this tool, you will find your own ways to organize everything inside. The folder structure usually is similar to one found in popular operating systems so it shouldn’t be much of a problem to get used to it, so board document management will be another area of the meeting simplified for you.
4. Handing out the invitations
When organizing a virtual event it is much easier to just send out emails to everyone involved. A helpful feature to help with that can be found in a board portal itself because if you send out an invitation to a virtual event like a board meeting, you can see who opened the invite, and who has gone through the agenda. Through reports and a variety of statistics, you are able to pinpoint where and when someone went through the necessary documentation.
5. On the day of the event
The board software is not only filled with tools that help in preparing everything before the meeting but also features that support it during the event.
Through taking attendance, voting, and a quick preview of the presentation that is relevant to the things being discussed during a meeting, it can all be done and recorded inside of a board portal virtual meeting. And if someone doesn’t have a microphone, those applications support chat, which can also be seen by everybody participating in the meeting.
6. Post-event documentation
Each event has its beginning and end, and both of those need to be taken into consideration while planning. After the event has died down, and everybody logged out of their accounts, it is a good idea to immediately prepare the meeting minutes, and send them out to the participants.
This means that they should still have a clear memory of everything that occurred, and can pitch in on the meeting minutes if anything has been left out. This all depends on the amount of information discussed during the meeting, but usually, the file includes what decisions have been made in the past, what were the results of those decisions, and what is the current plan moving forward.
Virtual boardroom software can help in almost every aspect of online event organization. From the concept, onto execution and even managing the post-event activities can all be done from within the software solution. We encourage you to investigate the market yourself and find what kind of board management software is available for your needs. Every virtual event after buying a subscription will be a breeze.