Here’s a major update we’ve made to how your board experiences meetings in BoardSite. We’ve completely reimagined our digital board meeting portal to bring together everything board directors need into one unified experience.
The Problem We’re Solving
If you’ve been using BoardSite for a while, you know our meeting viewer has been a solid tool for accessing agendas and board documents. But we kept hearing from corporate boards and nonprofit governance teams that they were still juggling multiple tools during online board meetings. They’d have the board portal open in one tab, electronic voting links in another, a separate task list somewhere else, and maybe a chat or note-taking app on the side.
We realized our board management software could do better.
Introducing BoardSite Live Meeting
BoardSite Live Meeting is our enhanced board meeting software that brings together your agenda, documents, voting, tasks, notes, and chat into a single, unified meeting experience. Instead of switching between different tools and browser tabs, board members now get one secure hub with everything they need for productive board meeting management.
Let’s walk through what’s new in this board management platform.
One Link, Everything Organized
The core idea is simple: one meeting link gives board members access to everything they need. No more juggling email attachments, separate voting systems, or external note-taking apps. This centralized platform keeps everyone on the same page.
When a director opens their meeting link, they immediately see the agenda, all relevant board materials, any votes scheduled for the meeting, their assigned action items, and tools for taking notes and chatting with other board members. It’s all right there in one secure hub.
What’s Included
Meeting Agenda Our agenda builder keeps the meeting agenda front and center, just like before. But now, documents, votes, and tasks are linked directly to specific agenda items. Need to reference a financial report during the budget discussion? Just click on that agenda item and the document opens instantly. No hunting through folders or scrolling through long document lists. This streamlined approach reduces manual work and helps participants focus on the discussion at hand.
Instant Document Access Board document management is simplified with all your meeting documents available in one organized view. The best part? No downloads required. Board members can view PDFs, Word documents, spreadsheets, and presentations right in their browser. This is especially helpful for board directors who access BoardSite from tablets or phones during virtual meetings.
In-Meeting Voting This is a game changer for board meeting management. You can now run polls and electronic voting directly within the meeting interface. Results appear instantly, so everyone can see how the vote turned out in real time. It’s perfect for consent agendas, quick decisions, or any situation where you need immediate feedback from the board. This feature supports better decision making across corporate boards, advisory boards, and nonprofit governance teams.
Task Management Board directors can view their assigned action items right from the meeting page. If something gets completed during the meeting, they can mark it done on the spot. No need to remember to update it later or switch to a different system. This keeps board processes moving forward efficiently.
Personal Meeting Notes Board members can take private notes during the meeting. These notes are completely private, only visible to the person who wrote them. After the meeting, directors can email a copy to themselves for their records. It’s a simple feature, but it means one less app to manage during online meetings.
Meeting Chat Sometimes you need to share a quick thought or ask a question without interrupting the speaker. The board communication feature lets board members communicate with each other during the meeting without disrupting the flow. It’s especially useful in hybrid meetings where some people are in the room and others are joining remotely.
Why This Matters
Simpler Meetings Board members have everything in one browser tab. They’re not switching between windows, searching for files, or losing track of which document goes with which agenda item. Everything is connected and easy to find in this board management platform.
Better Preparation Directors can use the same link before the meeting to prepare. They can review the agenda, read through board materials, and check their assigned tasks. Then, when the meeting starts, they’re already familiar with where everything is and ready to attend with confidence.
Faster Decisions When you can run votes instantly during online board meetings, decision making happens faster. There’s no need to send follow-up emails for voting or coordinate with a separate system. You discuss, you vote, you see the results, you move on.
More Engagement When everything is organized and accessible through our board software, directors can participate more effectively. They can chat, vote, take notes, and reference documents without friction. That leads to better engagement and more productive board meeting management.
Less Work for Administrators As a board administrator or board chair, you’re not sending individual document links, coordinating multiple tools, or troubleshooting access issues. You set up the meeting once using our agenda builder, share one link, and you’re done. This eliminates manual work and frees up time for more strategic board processes.
How Boards Are Using It
Hybrid and Virtual Meetings This is where BoardSite Live Meeting really shines. When your board is meeting via Zoom or Teams, participants can access all board materials through one link right alongside their video call. No more screen sharing documents or asking people to check their email for voting links. Whether attendees are in person or remote, everyone has secure access to the same information.
In-Person Meetings Even when everyone is in the same room, board members can follow along on their laptops or tablets. They can view documents without shuffling through printed packets, participate in electronic voting from their devices, and take notes digitally. This directors management software works seamlessly whether your organization meets in person or online.
Committee Meetings Our board meeting software works just as well for smaller committee meetings as it does for full board meetings. Finance committee reviewing quarterly reports? Governance committee discussing policy updates and compliance tracking? Everything stays organized regardless of meeting size, helping you schedule meetings efficiently throughout the meeting lifecycle.
Annual General Meetings For organizations that hold AGMs with shareholder voting, the live meeting interface can handle member votes, present annual reports, and manage Q&A, all in one place. This board portal ensures all attendees and executives can participate effectively.
Getting Started
If you’re already using BoardSite, you don’t need to do anything special to access these features. The next time you create a meeting, you’ll see the updated board meeting software with all these capabilities built in. Board members will access it through their regular meeting link with the same security features you trust.
We’ve designed this board management software to be intuitive, so your board should be able to jump right in. But as always, if you have questions or want to walk through the features, our technical support team is here to help. We provide comprehensive service to ensure your organization gets the most out of the platform.
What’s Next
We’re continuing to improve the live meeting experience based on feedback from many boards like yours. We want to know what’s working, what could be better, and what features would make your board meeting management even more effective. Your sensitive data remains secure as data stored in our platform follows regulatory requirements and maintains the highest security standards.
If you have thoughts on our new board portal features, I’d love to hear them. You can reach out to our support team or share your feedback directly through BoardSite.
Here’s to simpler, more productive board meetings for corporate boards, advisory boards, and nonprofit governance teams everywhere.
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