No one wants to have to spend any extra time than necessary at a board meeting, so being prepared and being efficient during the meeting is necessary. Thankfully, there is also quite a bit of technology available that will help you to streamline every board meeting with greater ease. Check out some of that technology below so you can start implementing it into your board meeting routine.
Implement the Use of a Meeting Room Booking System
A meeting room booking system is very easy to use, and it allows you to make the most of all of your resources. In just a single workflow, you can book everything from the office equipment that you need to rent for your board meeting, to the catering that everyone will enjoy. You can also use this technology to keep everyone who will be at the board meeting up-to-date on any last minute changes, such as if you suddenly have to change the time, date, or location of the meeting. Pronestor is one of the top developers of meeting room booking systems. Visit the Pronestor site here.
Let Everyone Know the Objective of Each Board Meeting
Another way to streamline your board meetings is by letting everyone know, in advance, the clear objective of your upcoming meeting. Even though the objective might be obvious and clear to you because you are organising the meeting, those who will attend might not be totally clear, so rather than providing them with a vague description in your meeting invitation, you should state your objective as the results that you expect to get from the meeting.
Online Conferencing Technology
If you have members who will be attending your board meeting from remote, you need to invest in online conferencing tools. A few examples include Join Me, Go To Meeting, and Cisco’s WebEx. These all allow people to meet with you virtually without having to spend money on expensive travel. It also ensures that everyone can attend, regardless of where they are located, so no one has to miss out on the meeting just because they can’t attend in person.
Have a Leader for Your Meeting
When you do not have a clear leader in place at a board meeting, it is a lot more likely to go off course. If you want to stay on track and prevent individuals at the meeting from taking control or going off on tangents, have a leader set who can be in charge from start to finish.
This leader can make sure that no one ends up taking up too much of everyone’s time, and that everyone has the chance to contribute whatever it is that they want to say. Plus, this leader will keep the board meeting moving along at a pace that will ensure you will end on time, and if a leader has to cut someone short for the sake of time, that person won’t feel insulted because they’ll understand why the leader is there.
As you can see, there are several ways that technology is helping to streamline board meetings, so take advantage of these options to be certain that every board meeting will go smoothly.