A virtual board room is an conferencing tool that allows remote participants to attend meetings with the same ease as local attendees. These platforms allow for a number of room layouts, which is largely based on what the group plans to accomplish during their sessions. For instance a brainstorming session may require a completely different setup to an advisory session on succession candidates.

The best virtual boardrooms have simple tools to increase efficiency. The most important feature is a clear agenda, which helps keep everyone organized and focused on what matters most during the meeting. This can be enhanced through the use of software with note-taking functions, such as highlighters and annotations. This way, directors can take notes and highlight from the previous meeting and apply these to the current meeting.

Digital boardrooms allow the storage of documents in a secure environment that permits restricted access and distribution. Documents can be password-protected to avoid sharing or viewing that is not authorized, and users can also restrict downloading functions to keep data safe. This is a better choice than handing out paper documents that may be misplaced or lost, and it also ensures that all meeting materials are accessible to the board at any time.

A virtual boardroom also helps in reducing the cost of preparing and disseminating board books, which can add up to thousands of dollars every year. Digital platforms allow for last-minute changes to be made to the board book. These benefits are particularly beneficial for multinational corporations that may not be able bring board members from different countries together in person.

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