Virtual board rooms are a conferencing platform that allows remote participants to attend meetings with the same ease as local attendees. These platforms provide a variety of room layouts in line with the activities that will be held during the meeting. For instance, a brainstorming session might require a different layout to an advising session on succession candidates.

The best virtual boardrooms offer efficient tools that are easy to use and maximize efficiency. The most important feature is a clear agenda, which keeps each participant prepared and focused on what matters most during the meeting. This can be further enhanced with the use of software that has notes-taking tools, like highlighters and annotations. This way, directors can summarise notes and highlights from the previous meeting and bring them to the upcoming meeting.

Digital boardrooms allow the storage of data in a safe environment that allows for controlled distribution and access. Documents can be password protected to ensure that no one else can access them and prevent sharing. Users can also restrict download functions to keep data safe. This is a better alternative than handing out papers that could be misplaced or lost, and ensures that all meeting materials are available to the board at any time.

A virtual board room aids in reducing the expense of preparing and distributing books for board meetings which can amount to thousands of dollars per year. Additionally, last-minute modifications to the board book can be made on the fly in a virtual environment. These benefits are particularly beneficial for multinational corporations that might not be able to bring board members from various countries together in person.

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