What is Board Management Software?

Video-conferencing platforms that facilitate virtual meetings, whether via Zoom, Webex, Google Meets, or some other venue, can be considered a form of board management software, as they enable meetings to occur without the board’s physical presence in the room. Downloading an app for a video conferencing platform also takes the least amount of effort by board administrators. It also costs less than facilitating a digital board meeting. 

But nothing is as easy as it seems, and conducting board meetings in a virtual format is no exception. Board members may not know how to access your online meeting link, let alone know how to control their microphones, cameras, or backgrounds. Many may also fail to plan for unexpected surprises from their children, pets, and other daily distractions when attending your virtual meeting.

Beyond general user error, virtual meetings also present challenges for boards when it comes to storing board materials with easy access in one central location, or protecting important board documents from cybersecurity threats.

While conducting virtual board meetings during COVID shutdowns — when we had no other choice — definitely kept boards moving forward, the permanence of this solution remains in question. As the country reopens, but with social distancing requirements in place, do you continue meeting over Zoom, or try to create a hybrid meeting environment with both physical and remote participants? 

At OnBoard, we believe hybrid meetings create too much inequality in your boardroom, leaving remote board members at a disadvantage. And while virtual meetings allow boards to collaborate in real time, they do little to protect against possible security issues.

Pros of Virtual Meetings: 

• Digital presence: Ability to meet to discuss board issues without attending physically.
• Real-time collaboration: Ability to share files, screens, and messages in real time.
• Face-to-face interaction: Ability to read the room, and gauge body language and facial reactions.
• Calendar integration: Ability to sync board calendars and send meeting invites.

Cons of Virtual Meetings: 

• “You’re on mute.” Board members resistant to new technology may require training and set-up.
• Security may be an issue, especially for important board documents that require signatures or encryption.
• Nowhere to permanently store board materials. Administrators waste time tracking down documents for board members, who need them now but simply can’t find them.