This article will consider in more detail the automation of the deliberative process and the work of collegial bodies with the help of board meeting software. So, what basic software tools can optimize primary business operations? Here is more about it.
Why do companies choose board meeting software?
Productive board meetings allow you and your colleagues to share and exchange information, solve problems and resolve disputes, improve decision-making, and move projects forward. If you plan ahead and follow this plan, you can reduce the time of the meeting without sacrificing quality, and the participants will receive the necessary information and return to work without wasting time. So, what is the key to such successful meetings? In the modern business sphere, it is a board meeting software.
The board software was developed to automate arranging online board meetings in large organizations where the process of preparing and holding meetings is strictly regulated. Preparation for such meetings takes much more time than the event itself and involves the implementation of several mandatory procedures:
- formation of the meeting agenda;
- creation of draft documents to be discussed at the meeting;
- coordination (approval) of draft documents with interested parties;
- distribution of the agenda and draft documents to the participants of the meeting;
- distribution of changes to the agenda, etc.
Board meeting automation with the boardroom
Unlike other tools designed for one-on-one or small group communication, board software supports larger conversations and allows users to create virtual rooms with 16, 32, and even 100 participants. You can also give all users the right to turn on the video/microphone and interact with other users or set the room to presentation mode, where a single user controls the video/microphone. Board meeting software offers a handy template for efficient board meetings and group discussions:
- Make a list of goals and objectives for the session.
- Set out the main agenda.
- Assign participants.
- Set the time and control the schedule.
The service allows not only to take the necessary notes but also to correct tasks, supplement information, and coordinate employees’ actions for board meeting management.
Formation of meeting agenda and minutes
Once the meeting is scheduled on the attendees’ calendars, the system starts the Generate Meeting Minutes process. It is the main business process of the package, during which the following is performed: the formation of the meeting minutes, its approval, approval, registration, and assignment of instructions to employees.
If the type of meeting involves the possibility of sending questions to the meeting by employees, the process “Introducing a question to the meeting” is used for this. The secretary can also fill in the agenda for the upcoming discussion.
Board software accumulates new questions and updates the statuses of questions from the minutes of previous meetings to control the fulfillment of the instructions. Before holding a meeting (the specific time is set in the settings of the directory of typical meetings or the package settings), the secretary of the meeting receives the task of checking the register of issues submitted by employees for discussion.
The system generates the meeting minutes taking into account the data entered by the secretary, and sends him a task to check the document. Further, the protocol is sent for approval and registration, after which the assigned employees receive the tasks set at the end of the meeting.