With iBoardrooms you can efficiently schedule, run and document highly productive board meetings. And, iBoardrooms makes it easy to keep your board members informed about and engaged with your organization.
Whether your company or organization is large or small, whether your goals are to grow aggressively or carefully steward what you've achieved, iBoardrooms has the right set of features and the right plan for you.
iBoardrooms makes it easy to find a time that works for all of your board members to meet. You can quickly propose a set of meeting times and places (or meeting times and conference lines), and then easily see in one place the times that work for your members.
Once you have picked a time that works, iBoardrooms makes it easy to send out invitations to all members that appear on their Outlook calendar, Google calendar or Apple Calendar apps. And, if the meeting details change in the future, with iBoardrooms you can update the details for all members with a single click.
iBoardrooms also makes it easy to keep up the right cadence of meetings. Once a meeting is completed, iBoardrooms automatically sends you a reminder to schedule the next meeting.
With iBoardrooms you can easily create professional meeting agendas for your board that combine a list of agenda items along with the key supporting documents that your board needs to review. Agendas can be as long or as short as your organization needs. And, you can easily create repeating agenda items that automatically appear on the agenda for each meeting, saving you time.
iBoardrooms gives each member one click access to the meeting agenda making it easy for members to review the agenda in advance of the meeting no matter where they are. Members also have one click access to enter notes for themselves about the agenda that they can update and refer to before, during or after meetings.
iBoardrooms makes it easy to take minutes of board meetings and keep them organized. All minutes are organized by agenda item and you can easily record the results of motions as well as attach files to your notes. Once your meeting minutes are recorded, your board secretary can approve them with a single click. You can also send the minutes out to all of your members for review with a single click as well.
Members can of course access the minutes from anywhere, at any time. Meeting minutes are automatically included in the agenda for your next meeting for board approval. Once approved, the minutes are automatically archived in an easy to navigate document archive.
iBoardrooms is cloud based, so there is no software to install and no software to maintain. You and your board members can access iBoardrooms from any Internet connected device, anywhere in the world.
Because there is no software to install, you and your members are always using the latest and most updated version of iBoardrooms, with no concerns about incompatible file versions, or other technology hassles. And, iBoardrooms is incredibly easy to start using. Just sign up on the site and you'll be scheduling your next board meeting in minutes.
iBoardrooms is designed to work seamlessly for your members on their smartphones and tablets. Members can check meeting schedules, view agendas and take notes on them, review minutes and access all of the rest of iBoardrooms right from their mobile device.
And, because iBoardrooms doesn't require installing any software, your members can take advantage of iBoardrooms's features no matter what app store their phone or tablet is tied to.
At iBoardrooms, we know that not all board meetings take place in person, and not all board members can attend meetings in person each time. For that reason, we have made it very easy to get as many conference call numbers with secure access and host codes as you need to run your meetings.
Provisioning a new conference call number is as easy as a few clicks, and you can pick from both local and toll-free numbers to use. And of course, iBoardrooms makes it very easy to put the conference call details into your meeting invitations to your members. No more needing to remember where you put the conference call details.
Keeping track of all of the different documents that your board creates and that are important for your board to have easy access to is one of the most stressful and time-consuming (or, if you have your attorneys do it, expensive) jobs that you need to do to keep your board productive and your board meetings efficient.
iBoardrooms takes the stress out of managing and keeping track of board related documents. You company or organization will have a secure document archive on iBoardrooms that automatically keeps all of the board minutes in one place, along with the other key organizational documents.
With iBoardrooms, you and your members can easily send messages to each other through the iBoardrooms system itself. Unlike email, with iBoardrooms messages always stay on the system. Members never have copies on their computers or phones that would be subject to discovery in a lawsuit.
And, with iBoardrooms secure messaging, members can easily keep board related messages separate from private correspondence or correspondence related to their other businesses. Messages stay within the system, the only people who can receive them are other iBoardrooms users, which eliminates the inadvertent forward of sensitive material to someone outside the system.
iBoardrooms makes it easy to assign members action items with due dates. Too often in board meetings there is a great idea that needs follow up, but for one reason or another members forget to follow through on that follow up. Often, this happens because members simply forget about the action item and don't have a reminder.
iBoardrooms makes creating those action item reminders quick and easy whether they come up in a board meeting or outside of one. Action items can be assigned to one member or several and members can mark the action items as completed with a single click.
Sometimes your board needs to make a decision outside of a board meeting. In that case, iBoardrooms makes it simple to distribute a unanimous consent document to all of your members. And, iBoardrooms makes it easy to track the receipt of signatures back from your members on that document.
Members have two simple ways to get their signatures back to you. After downloading the document for signature they can either upload a scanned copy back to the same page from which they downloaded the original document, or they can fax their signed document back. Either way, you get a notice that the signature has been received.
Having an accurate picture of who owns what shares, bonds, or other securities in your company or organization is critical for boards to make good strategic decisions. But, keeping that capitalization table up to date is something many companies struggle with.
iBoardrooms makes keeping your cap table up-to-date easy and straightforward. You can even easily keep historical capitalization tables in order to track how your company or organization's capitalization has changed over time. And all of this is securely and easily available in your company's Document Archive.
Your board members are busy people. At iBoardrooms we get that. So, we've built a way for your members' administrative assistants to be able to access iBoardrooms on their behalf.
So, even though we've made our system very easy to use, sometimes it just makes more sense for a member's administrative assistant to be able to go into the system and, for example, print out the agenda for an upcoming meeting for the member to review offline. iBoardrooms makes this not only possible, but simple.
iBoardrooms makes it easy to securely let third parties access company documents and track what they view and when. Often companies have entirely separate (not always easy to use) software packages to do this. With iBoardrooms, you can easily create a virtual dataroom by choosing which documents in your Document Archive you want to make securely available to third parties.
You can control which third parties have access, and can revoke access to documents at any time. The record of third party access is easily accessible from right within iBoardrooms and helps you and your board track the interest of third parties in your company or organization.
iBoardrooms tracks what every user does on the site and ensures that you have an accurate record of every action. This record includes actions taken by administrative assistants on behalf of their board members (see above).
In the case of disputes or other proceedings, this audit trail can be a critical asset for your company or organization. And, many larger companies require this sort of audit trail simply as a matter of good policy. iBoardrooms makes keeping this audit trail simple. There is nothing to setup and the records are available on demand.
iBoardrooms makes it simple and straightforward to establish a document retention policy for documents on the system. Except for documents in the Document Archive (such as board meeting minutes), the document retention policy establishes the date past which all documents and records related to your company or organization on the site are deleted.
Establishing a document retention policy for documents related to boards of directors is particularly important. Other parts of your company or organization may not have material documents in a lawsuit, but your board certainly will. And, your board members often don't use your company or organization's systems, making it hard to implement a document retention policy normally. But, iBoardrooms makes it easy.