The use of software for the company’s management apparatus allows you to make meetings fast and efficient, optimize work with documents, quickly conduct polls and votes on topical issues. How to do this – read the article below.
Set a goal and make a plan for a future virtual meeting
A well-defined goal and plan will ensure high productivity of the meeting, allow you to stay on track, and avoid confusion.
Very often the plan is the goal, and this is one of the most common mistakes. For example, discussing new business development ideas is not the goal. The goal, in this case, is to generate a list of potentially successful ideas.
Another example: finding a solution to a problem is the ultimate goal. And the plan, based on this, could be as follows:
- Conduct brainstorming.
- Discuss solutions.
- Choose a potentially winning one.
- Outline ways to implement it.
In the plan, it is also desirable to fix important points that need to be discussed with the team.
Schedule a time
Before doing this, ask employees what time it is convenient for them to have an online meeting. To do this, you can sketch out different options and make a questionnaire, according to the results of which you can choose the right time for the majority.
Set timing and stick to it
Based on the purpose and plan of the online meeting, make a more or less realistic timing. There is no need to shorten it and strive to finish the conference faster, especially if you understand that the topic is quite extensive and requires long discussions.
Schedule an online meeting on the calendar and notify all attendees
When creating a calendar appointment, be sure to include:
- Subject.
- Time.
- Duration.
- Meeting plan.
- Service or program with which you will communicate.
Among the most popular online meeting programs are BoardMaps, iDeals, Boardvantage, OnBoard, Diligent, and so on.
Before you start, check the sound and camera
Make sure audio and camera issues won’t distract or confuse you. And do not forget that when troubleshooting device hardware, you are wasting your time and other employees.
Make a competent follow-up
At the end of the meeting, review the plan again and make sure you haven’t missed anything. If everything is in order with this, start writing a letter following the results as soon as possible:
- Indicate the topic and date when the meeting was held. For example: “This is a follow-up to the meeting “New ideas for the development of the project, which we held on March 25.”
- Briefly and write the solutions you come to.
- Specify who is responsible for completing each task.
- At the end of the letter, write that you are ready to answer all the questions that may arise.
- Send an email to each participant.
Do not forget to structure your letter: arrange paragraphs, make lists, and highlight important points in bold.
How to choose software for the board of a company?
To select the software for the work of the board of the company, you are best to refer to the reviews of the most popular applications for this. Reviews of virtual board meeting software are available. You can compare several options and choose the one that works best for your company.