In the extremely competitive environment that prevails in most industries today, structured decision-making and planning by the board of directors or any other board of the company/organization and cooperation with executive management is of utmost importance. The Board of Directors meeting sets the policy and strategic direction for the corporation, public company, government body or non-profit organization. Given its importance, it is necessary that the preparation and implementation of the meeting to be efficient and facilitated as much as possible. The preparation basis of each meeting is the necessary information that is often found in different locations – in emails, repositories, hard drives, among paper documentation. Gathering documentation can often be a challenge faced by board meeting organizers.
1. All necessary information in one place
Documents that may be needed according to the agenda of the meeting are located in different media or even physical places. Fluid preparation and holding of the meeting becomes impossible, i.e., a large waste of time is inevitable if everyone is preparing documentation for each item on the agenda. There are frequent cases where the participants did not have access to certain documentation before the meeting, which also leads to disruption of continuity.
2. Meeting participants
Each thematic unit of the agenda implies a certain number of relevant persons who are best acquainted with the issue. This fact emphasizes the importance of the list of meeting participants. In addition to the challenge of compiling the list, a large part of the work is related to providing all the necessary information to the main actors of the meeting. Each participant should know their role in the meeting in advance so that preparatory actions can be carried out in time. Regardless of whether it is a live meeting or an online meeting, the entire process depends largely on the presence of all relevant people, as well as their preparation for the meeting so that everyone's experience allows for maximum efficiency.
3. Creation of relevant agenda items
Given the dynamics of holding meetings, the agenda must lay the foundations for the engagement of participants and the productivity of the entire meeting. If the creation, submission and distribution of proposals for agenda items is carried out in an inefficient manner, often not all relevant topics are covered, and everything together very easily goes in the direction of ``This meeting could have been an e-mail``.
4. Meetings go astray
Each meeting should be structured by an agenda that is delivered to each participant on time. Sometimes, despite the agenda, meetings can go in a different direction. Opening new topics that are not part of the agenda are not rare, and by losing focus, meetings result in a loss of time, i.e. the duration itself can be greatly extended.
5. From meeting to meeting, the topics are repeated, there are no results
Even if during the meeting it was decided what needs to be done and the tasks are assigned to people to do, there is rarely a system of responsibility that would determine the time frames and the execution of certain tasks. Topics and tasks are repeated at the next meetings because they have not been completed by then.
Board meetings preparation and running
Holding board meetings is a demanding challenge in any organization, since these meetings are often key to making business decisions. Participants should be informed about topics and materials in a timely manner so that the results of the meeting are as effective as possible.
In order for the preparation and holding of the meeting/session to take place without challenging situations, advanced technological solutions enable support in every step of the decision-making process.
The comprehensive BoardPoint solution for meeting/session management enables easier collection of relevant information in one place, access to documents used on agenda items, access to meeting decisions, creation and distribution of tasks according to discussed items. In short, a central place for managing meetings, and therefore a tool for making strategic decisions.
When preparing a meeting in the Session module, an important part is the inclusion of relevant participants in the meeting. The created list allows for easier monitoring and management, where relevant information for the meeting is sent to everyone, including accompanying documentation and a defined agenda. There is always a chance that the meeting will go in a different direction than planned. However, a written agenda that is visible to everyone and contains the necessary information makes it difficult to lose focus. At the same time, generating documents such as Decisions and Meeting Minutes makes it easier to stick to the schedule. Using the Proposals module, users create proposals for agenda items that are relevant to their business vertical. Facilitated proposal, exchange of documentation and information, as well as approval makes the agenda diversified with equal representation of all topics. Generating documents such as Decisions and Meeting Minutes creates a repository of decisions made at previous meetings and sessions. With the Task manager module, tasks related to agenda items with due dates are created and sent to the persons responsible for their execution. After the meeting, the Minutes and the decisions made at the meeting can be automatically delivered to the participants.
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The entire application was made with users in mind and enables more efficient planning and holding of meetings and sessions, which brings the decision-making process into the digital sphere. There are numerous challenges before the organizers of meetings and sessions, but also before the participants. Since these are decisions that determine the direction of further business of the company or the activities of the organization, take advantage of advanced technological solutions and join dozens of companies, organizations and government bodies that organize and implement board meetings faster and more efficiently. Do you want to know more about digital strategic decision-making?