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Boardroom: Main Features of This Software

by msz991
May 14, 2022
in Business, Tech
5 min read
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Virtual board portal providers have constantly been adapting to the changing practices of corporate governance. Thanks to customer feedback and innovation from developers, the virtual boardroom industry has been producing futuristic board portals to facilitate boards and administrative bodies in every possible way.

Modern board portal software is secure data repositories with highly advanced meeting management, data management, and monitoring tools. Although there are so many features in a virtual boardroom, we are going to explain some of the most useful ones to you. Without further ado, let’s dive in.

Table of Contents

  • What are Board Portals?
  • Important Features of Board Management Software
    • Digital agenda builder
    • Meeting manager
    • Dashboard
    • Meeting minutes
    • Board book creation
    • File search
    • Reporting
    • Task management
    • Voting and approvals
    • Email
    • Online surveys
    • Annotations
    • Document viewer
    • File format support
    • Electronic signatures
    • Presenter mode
    • Notifications and alerts
    • Security and permission settings
    • Digital watermarking
    • Remote purging
  • Final Words

What are Board Portals?

Board portals or virtual boardrooms are centralized and highly secure virtual platforms and data repositories where boards and senior company officials can store, access, share, edit, and download board materials and corporate documents.

Board portals help board members virtually collaborate in all possible ways, including online meetings, group chats, private chats, document sharing, etc. In a nutshell, a virtual boardroom is a solution designed to make governance smoother for corporate leadership.

Important Features of Board Management Software

Modern board portals come with unique features that help with online board meetings and streamline the document management process. Here are some of the most notable ones.

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Digital agenda builder

Creating an agenda for the meeting has been made simple by board portals. The board management can either use default templates, edit them, or create new ones and save them for future use. The board secretary can either separately share the agenda with all participants or upload it and tag concerned users.

Meeting manager

The meeting manager helps the administration to perform multiple activities such as adding meeting details, linking calendars, tracking attendance, attaching meeting documents, and conducting remote meetings.

Dashboard

An easy-to-navigate and comprehensive dashboard is one of the most critical features in any board portal. It basically helps users monitor every vital activity in the boardroom, such as notifications, alerts, calendars, valuable documents, etc.

Meeting minutes

Managing meeting minutes is a time-consuming and tiresome activity, but board portals have greatly simplified this process. Board management can use built-in meeting minutes templates or develop their own. 

The best part? The board secretary can immediately share meeting minutes after getting them signed electronically by the board president/chairperson.

Board book creation

Board books are arguably the most important documents for any board. With board management software, the boardroom administration can create digital board books by adding different types of files (audio, videos, documents, etc.) and easily link them to digital agendas and meeting minutes.

File search

Searching a file from virtual board software is as easy as you like. You can simply locate a file by using the file name, phrase, keyword, file type, groups, or data range. So, if you don’t remember the name of a file, you have other options to locate it.

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Reporting

The virtual boardroom can generate complete reports of all the activities in the boardroom, including document statistics, user details, meeting attendance, permissions, and whatnot.

Task management

Users can create, assign, and manage their tasks to streamline their workflow; the task tracker keeps teams or group members updated about work progress.

Voting and approvals

Members can electronically vote on any motion started or issue raised. They can approve or sign any document via electronic signatures.

Email

Virtual boardrooms allow the board to create dedicated personal email addresses for all members and share sensitive data via emails.

Online surveys

Board administration can conduct online surveys to improve something or take feedback from board members. Board portals have practical templates for questionnaires, and the board can edit them according to their needs. Management can view survey progress and send reminders to the members.

Annotations

Boardroom users, depending on their document access permissions, can add private and public notes or annotations to any document. They can highlight a specific portion in the documents or drop pins.

Document viewer

Most cutting-edge board portals automatically convert different types of documents into PDF format, making it easier for the members to view them.

File format support

Users in virtual boardrooms can upload files in multiple formats, such as documents, audio, and videos. Most popular solutions support the majority of modern document formats, so there will be no need to modify them.

Electronic signatures

Signing agreements, contracts, or other important documents online is now possible with board portals. This is why modern boardroom vendors have introduced electronic signature features.

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Presenter mode

Presenter mode is very useful during online board meetings. Meeting participants can manage their presentation flow and easily pass the control to other users.

Notifications and alerts

Users can send and receive notifications on all important activities in the boardroom, including meeting notifications, document edits, calendar events, group chats, personal messages, etc.

Security and permission settings

Boardroom management can set access restrictions, limiting a user or group from accessing a specific file, folder, or a particular section of any file. The two-step verification feature restricts unauthorized entries in the boardroom.

Digital watermarking

Digital watermarks are useful in tracking any changes made in a file by other users and help trace the original creator of the file.

Remote purging

The remote purging feature is handy in removing all the files (even the downloaded ones) from a lost or stolen user device.

Final Words

From the features mentioned above, it is safe to say that virtual boardrooms are not only secure but can save time by streamlining complex corporate governance processes and helping board members focus on more important things. 

Here is the link to learn more about board management software boardroomworld.net.

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