Running a Seamless Board Meeting with BoardBook Premier
The clock strikes 6 p.m. The board members settle into their seats, tablets in hand, ready to begin the evening’s meeting. The room hums with quiet anticipation. Tonight’s agenda includes budget approvals, policy updates, and community feedback — important matters that will shape the future of the organization.
As the board chair calls the meeting to order, a few clicks set everything in motion. Instead of shuffling through stacks of paper or fumbling with emails, each board member watches their screen update in real time. Every motion, every document referenced, every vote happens smoothly. This isn’t magic; it’s BoardBook Premier in action.
The Power of a Connected Meeting
For board meetings to be effective, information must flow seamlessly. BoardBook Premier brings together powerful features that eliminate distractions and inefficiencies, ensuring that board members can focus on what truly matters — making informed decisions for their community.
BoardBook Premier transforms a meeting from beginning to end.
Follow the Leader: Keeping Everyone in Sync
As the meeting begins, the board chair opens the first agenda item. Instantly, all board members following along on their devices see the same document appear on their screens. No one asks, “What page are we on?” or fumbles to find the right attachment.
The Follow the Leader feature keeps everyone on track, focusing discussions and eliminating wasted time. Whether reviewing financial reports or discussing policy revisions, board members can engage more effectively when they’re all seeing the same thing at the same time.
Electronic Voting: Instant, Accurate, and Transparent
As the board moves to vote on adopting a new policy, they simply tap their screens to cast their votes instantly, with results recorded and displayed automatically.
With Electronic Voting, members don’t need to fumble with paper ballots or wait for a roll-call vote. This feature speeds up the decision-making process, reduces errors, and ensures complete transparency. Each vote is securely documented, eliminating any concerns about miscounts or disputes over results.
Public Projector Mode: Clarity for the Community
Transparency matters. The board moves through their agenda to the public comment section. The organization’s staff and the community watching the meeting need to see the same documents that the board members are discussing.
With Public Projector Mode, a projector screen automatically updates as the meeting progresses, showing the relevant documents and agenda items in real-time. This ensures that in-person and virtual attendees stay informed and engaged — without requiring additional staff to manually switch between slides or screens.
Minutes Manager: Capturing Every Key Detail
While the discussion flows, the Minutes Manager captures essential details in real-time. Attendance is recorded with a click. Notes are taken directly in BoardBook Premier, linked to each agenda item. Motions, seconds, and votes are automatically tracked, reducing the need for manual transcription after the meeting.
Behind the screen, the Minutes Manager is engaged and focused. No more toggling between programs, scribbling quick notes on paper, or trying to remember who said what hours later. With everything centralized, the Minutes Manager can participate in the meeting while keeping precise, up-to-the-minute records. It's a smoother, more confident experience that puts the admin in control.
This built-in tool ensures that nothing falls through the cracks, making it easier to document key discussions and decisions while allowing the meeting facilitator to stay engaged in the conversation.
Minutes Report: Wrapping It All Up
As the meeting concludes, there is no daunting task of compiling the minutes that looms.
The Minutes Report feature automatically compiles everything recorded during the meeting — attendance, motions, votes, notes — into a single, organized document. No more scrambling to piece together handwritten notes or replaying hours of audio recordings. And because the report’s formatting is customizable, users can tailor it to meet their specific documentation requirements.
This means the person taking minutes leaves the room with the job nearly complete. Instead of spending hours cleaning up notes and formatting reports, they click a few buttons, review the draft, and send it for approval. What used to take hours now takes minutes — and that saved time can be used to support the board in more impactful ways.
With just a few clicks, the minutes are finalized, reviewed, and ready for distribution, ensuring transparency and accountability.
More Than Just a Meeting Tool
Each of these features — Follow the Leader, Public Projector Mode, Electronic Voting, Minutes Manager, and the Minutes Report — plays a critical role in making board meetings more efficient. But it’s the way they work together that creates a truly seamless experience.
When board members can follow along effortlessly, votes are cast with a tap, minutes are captured in real-time, and reports are generated instantly, board meetings become more than just routine gatherings. They become powerful decision-making sessions, where the focus is on leadership and impact, not logistics and paperwork.
Take the Next Step
A better way to run board meetings is here. Are you ready to experience it?
Imagine how much easier your board meetings could be. Sign up for an online demonstration today and see firsthand how BoardBook Premier can transform your meeting process.
If your organization already uses BoardBook Premier, enhance your board’s meeting efficiency with these powerful features. Reach out to BoardBook support at 888-587-2665 or support@boardbook.org to learn more about implementing these tools for your board.