Online boardroom meetings cut down on the need for physical meetings and also reduce the cost of travel. It also gives flexibility to participants, who can attend from any location. But, like any new technology there are some challenges when implementing this software. Before using the software, board members should be familiar with it and be aware of how it functions. They should establish clear communication protocols and expectations.

The main challenge is making sure everyone who is online is participating in discussions. In a live meeting, it is easy for participants to become distracted and lose their focus. Therefore, it is crucial to keep them engaged by making sure they hear the speaker. It is also beneficial to have a clearly defined agenda that allows for efficient discussion and also helps keep the meeting from getting too long. Ideally the agenda should comprise 20% less items to allow for sufficient discussion time. It is also ideal to schedule the meeting in a time that is not overlapping with regular mealtimes in order to avoid eating in front of cameras. The chair should also ask the board members to turn off the mute function when they are not talking so that background noise doesn’t distract.

The main challenge is to ensure that the virtual conference portal and board portals work seamlessly. A high-quality solution will allow video interactions and allow you to manage both the video conference and documents from a single platform. The system will also make it easy for boards to download and read agendas in PDF format, even when they are offline.

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