Have you already realized that paperless online meetings are more convenient in any sense? If yes, perhaps now you are ready to take the plunge into this new digital environment of bright business solutions. But where should you start?
Experienced users recommend some proven tips on how to transition your business to paperless meeting solutions.
What are paperless board meetings?
Paperless board meetings are a new look at office traditions. To simplify the conduct of business events of various formats, companies implement paperless software for managing the board of directors. This advanced software simplifies the preparation for meetings and allows members to keep up to date with the latest documents on one centralized portal. Participants monitor the electronic agenda with links to relevant files, which allows everyone to take a more active part and monitor the process of the entire meeting.
Thus, for organizations that want to improve the efficiency of interaction with the board of directors, an effective solution is to switch to paperless board meetings.
Paperless board meetings benefits
Let’s figure out why many companies have already switched to virtual boardroom meetings. Here are several basic advantages:
- Simplified management
Effective management of the online board meeting is the best way to ensure the involvement and productivity of the board of directors. If there are several participants, online meetings can often go astray, and participants can be distracted.
- The tasks on the board have become easier
You might think that there is nothing simpler than paper but digital tools such as electronic signature, online voting, or evaluation on a digital whiteboard greatly simplify some tasks during online board meetings.
- It’s easier to take notes this way
Facilitate the work of the secretary of the board portal of directors. With whiteboard management software and logging tools, you can take notes during a meeting by adding new elements, signatures, and key links to documents in real-time.
- Reliable board updates
Thanks to paperless management information can be updated electronically, while only current versions of documents are available to avoid confusion with the versions. Last-minute changes can be shared with each member immediately, allowing all board participants to stay on the same page.
How to transit your business to paperless meeting solutions?
If you consider switching to a paperless meeting solution, now is the right time to evaluate your options. Below, we offer you a few steps for this transition:
- Make a plan for the transition
The plan should contain a strategy on how to enlist the support of all participants in the meeting. Think about who is resisting change, and think about what could solve their problems.
- Pick your software wisely
Without any research on your part, you can get virtual board software that lacks the features you would like to have. The software provider should take security as seriously as you do. Choose the software that makes the materials searchable. Besides, pick the platform that keeps confidential materials separate from other data as it is highly crucial.
- Ask for support
It takes time to learn how to deal with all these IT tools currently available for virtual board management software. You may also encounter technical emergencies: something doesn’t connect or a new message appears that may confuse you.
When this all happens, you need emergency support. Not all software comes with qualified, representative customer service at all times. And so, choose only reliable suppliers who are leaders in the industry since they offer operational support to their customers without delays and failures.
- Train members of your business team
Make sure you choose a software development company specializing in continuous learning. Top VDR vendors provide a variety of webinars, videos, and support for any training needs that may arise.
- Consider technical nuances
To send paper documents before, you needed endless hours to assemble and send huge cardboard bags. Up to date you only need a few minutes to prepare the place for the meeting itself but you can not neglect the preparation in any case.
Paperless meetings require a sufficient number of outlets for the number of participants who may need them, backup charging cables, and power adapters. At the beginning of the meeting date, you should also check if the Wi-Fi is operating fine in the conference room.
Although paperless board portal software is within your reach, you should ensure that you consider all even the most insignificant details. If you carefully study the guides for preparing such meetings, you will create the basis for many years of paperless meetings that will change the way you conduct business.