Board meetings are a critical action that allows company directors to discuss and address company-wide concerns. This is where executives come together to make decisions of strategic importance. Every executive committee wants to run an efficient meeting, but the process can be increasingly time- and data-intensive.
But with the rise of board management software, boards can streamline meeting processes and ensure efficiency at the same time. Convene, the top board governance software, offers a secure shared space to house meetings without the tedious preparations. Jump into Convene and see the upgrades you can make in your meetings using its features and tools.
Value Additions of Convene board portal to Board Meetings
1. Foolproof meeting updates
Keeping everyone updated is one of the challenges when it comes to holding board meetings. Convene’s publish-to-all agenda builder enables facilitators and secretaries to instantly share the agenda with all members. Meeting packs and board documents can be distributed using the software, and changes are synced in real-time. Facilitators can also create and send custom notifications to update executive directors on meeting schedules and other announcements.
2. Easier minutes and notes taking
Taking meeting minutes and notes is usually an easy task. Convene aims to make it easier for secretaries to take accurate minutes during meetings through its Live Minute and Note Taker. Secretaries can use Convene’s customisable minute template for easier note-taking. Any annotations and changes on action items are also automatically reflected in the minutes. Additionally, Convene’s Review Room is ideal for post-meeting tasks like reviewing and approving the minutes — which is time-consuming to distribute and follow up with each board member.
3. No delay, transparent access to information
Quick access to information is critical for effective deliberation and decision-making of board members. With Convene, the board of advisors can quickly search through documents without the need to request access from administrators. Convene’s Enterprise Search enables instant access to the latest board documents on any device 24/7/365. For added security and convenience, Single Sign-on can be opted to streamline login activities.
4. Greater visibility, discipline, and accountability on board action items
Convene’s Agenda Builder lets secretaries create a well-structured agenda via drag and drop, allowing directors to easily see the list of discussion points and prepare themselves. Convene’s Actions Tracker also offers easy tracking and assigning of action items to specific members. Thus, encouraging the board to take accountability for the responsibilities given to them and keep meeting discussions focused on relevant topics.
5. Better voting procedures for the board
Devising board voting procedures can be daunting, and involves tackling all sorts of matters such as business plans, board resolutions, and budgets. Convene’s In-meeting Voting and Resolutions allow easy remote voting on any device, and votes are guaranteed legitimate and safe from unauthorised access. Approval and sign-offs of support documents or any decisions made can be conducted in Convene’s Review Room.
6. Support agile decision-making
The board’s decision-making process involves making a motion to approve a specific action and the actual signing of the documents. With Convene’s Dashboard Suite, users can have a traceable record of all decisions made in and out of meetings. The Decisions Dashboard contains the documents for signing, including the Voting or Resolution status and Decision Result (approved or not approved).
In addition, Convene’s Digital Signature Suite allows secretaries to assign and send out the documents for signing, and get notified once they are signed. Directors, on the other hand, can see which documents are signed or not in the Agenda section.
7. More seamless, secure data management
Board information is private and highly confidential. Convene’s Document Library ensures these meeting materials are kept safe from authorised access and downloads. Users can set permissions at the document level, as well as document encryption and copy restrictions.
To suit specific requirements, Convene offers customisable watermark feature that allows users to change watermarks per meeting. Enterprise service integration for third-party applications like SharePoint and MS Exchange is also available for seamless data management.
8. Improved collaboration during meetings
Location is one aspect that can jeopardise a board’s communication. Fortunately, virtual meetings can now be conducted — but require specific tools for utmost collaboration. Convene’s Live Meeting tools provide access to visual laser pointer and page synchronisation, on top of video conferencing. This ensures everyone is on the same page during presentations. Members can also access the meeting packs and engage in one-on-one or group discussions using the chat-like feature, Conversations, encouraging feedback and better involvement.
9. Reduced board costs, save more time
Preparing paper board packs isn’t only time-consuming, but also costly at most times. With Convene, board packs can be created digitally and distributed online. No more printing and delivery costs. It also comes with Meeting Transcription and Recording Playback features that enable the board of directors to keep records of previous discussions.
10. Drive modern governance into the board
One way to drive modern governance into the board is by reviewing performance and efficiency. Convene makes it easier to create evaluations and reports essential for measuring board performance. Audit trails are also accessible for evaluating the current audit process, managing internal controls, and assessing risk management.
In terms of compliance, Convene offers the Compliance Admin feature to help the organisation’s governance or legal team in overseeing board activities. The team are granted access to newly created board meetings, made resolutions, and meeting materials.
Unlock the Power of Board Meetings with Convene
Convene is ideal for future-forward organisations that want to make their board meetings and communication more efficient. This board management software is equipped with versatile features and functionality to suit specific organisational requirements, from accessibility to security.
Book a demo with us today and know why this feature-rich software should be your go-to meeting tool.
Jielynne is a Content Marketing Writer at Convene. With over six years of professional writing experience, she has worked with several SEO and digital marketing agencies, both local and international. She strives in crafting clear marketing copies and creative content for various platforms of Convene, such as the website and social media. Jielynne displays a decided lack of knowledge about calculus, but proudly aces in literary arts and content marketing.
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