The Ultimate Guide to Virtual Boardrooms

The Ultimate Guide To Virtual Boardrooms
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The Ultimate Guide to Virtual Boardrooms

A board portal is a fantastic tool for safe digital communication between members of a board of directors. Board portals also generally include messaging and meeting minutes. They help to make communication as seamless as possible. A virtual boardroom is a great online solution. These allow the founder to hold virtual meetings online.

You will need only a webcam and a browser. This guide was created to help you to understand what a virtual boardroom is. A virtual boardroom is a prime choice for users who hold regular board meetings.

Today, more and more companies are actively integrating video communication into their workflow. In such companies, meetings take more time and resources. But finding and training new partners is difficult because the company is limited geographically.

Resolving issues via email and messengers often delays project approval. It’s not easy to discuss a problem in that format with everyone involved. Difficulties also arise with feedback. This problem is especially acute if there are people in the team for whom regular social interaction is turgid. In a board portal, all the functions necessary for communication are available: screen sharing, chat, video, and file sharing.

Best Virtual Boardroom Providers

Best Virtual Boardroom Providers

Modern online virtual boardrooms offer a new level of communication on any compatible device. An invited member can connect to the event. With a virtual boardroom, you don’t have to wait until this is ready. The most significant virtual boardroom vendors are BoardPro, Azeus Convene, Boardable, Nasdaq Boardvantage, BoardPAC, Beenote, and Hippoly.

What You Need

We prepared a review of the virtual boardroom on To complete this, you must have a compatible device. Share new impressions and graphs via videos of excellent quality with your participants. When choosing a panel size, first consider the size of the room.

  • Simplicity connection. The service must be understandable to every participant.
  • Max duration of the broadcast. Some platforms have a limit on the lasting of sessions. Calculate the maximum number of participants to hold regular video conferences.
  • Audio and video quality. The software optimizes audio and video based on the quality of the videoconference communications so that there are no delays in audio transmission.
  • Type of different files. Choose a platform that handles most text and video formats.
  • Nice test drive. Many popular services offer new customers a unique chance to create a board document management and test a limited set of basic features. Learn more about the functionality available in the trial version.
  • Optimization for mobile devices. Check whether the site is accessible by a smartphone.
  • Examine the site tariffs. You must conduct a preliminary calculation of the payback period of the service.
  • Broadcast stability. Set up a connection between the speaker and your colleagues. Check the correct work of the audio and video.
  • Contact the support team. Creating a board portal can be difficult. Check how quickly the support team handles user requests.

Before you begin

You will need board portal software. The process of creating a virtual boardroom is easy. First, configure video and sound:

  • Check the stability of your Internet connection. A wired connection is usually more stable than Wi-Fi.
  • Use an external webcam. Most of the ones built into your laptop give a fuzzy image.
  • Choose a neutral background without bright spots or distracting objects behind the speaker.
  • Choose wired headphones/microphones. They are more reliable than wireless ones.
  • Check the microphone and camera before the webinar, and adjust the light and placement of the equipment.

Other headset selection criteria:

  • A volume control button.
  • Mic to work with different PCs and laptops.
  • Long no-charging time for wireless headsets.
  • Noise-canceling microphone with adjustable positioning on the cable.

Choose a webcam for your workplace: angle of view and rotation device 70°, 1-2 MP with autofocus. It must be such a camera for a virtual boardroom:

  • Autofocus with automatic adjustment of image sharpness when changing the filming location.
  • Display settings. An optimal minimum resolution is 1280×720.
  • Frame rate. It must be no less than 60 frames per second.
  • The presence of optical zoom. Such a solution preserves the clarity of the image when the subject is zoomed or out.

The Benefits of a Virtual Boardroom

We present a board of directors software feature to simplify your work.

  • Save your time. Keep participants on track with Meeting Tasks such as Voting, Assignments, etc.
  • Usability. It efficiently collected signatures on documents and forms.
  • Realism. Video communication transfers much more emotions than a telephone conversation. Focus your attention only on communication!
  • Customizable library. Customizable library to store Bylaws, Policies, Orientation Manuals, etc.

The frequency of meetings among board members depends on the type and size of the company. Typically, board meetings should be held in a designated meeting room at least once a quarter.

During these meetings, board members will discuss the most pressing issues currently facing the company. Participants can choose how they want to watch the presentation: turn on the screen where the presenter is broadcasting, a broadcast screen, or another option.


There are many video conferencing options on the market, and it can be difficult to determine which one is best for your business. Board management software is modern and multifunctional communication technology.

It provides the transfer of sound and video between two or more subscribers. It’s communicating remotely with invited users who are connected early. Instead, global communications are happening online.

Thank you for reading!