Board Meeting Management 1. 1. Te Techn hnolo ology gy Int - - PowerPoint PPT Presentation

IT Technology And Board Meeting Management

1.

• 1. Te

Techn hnolo

• logy

gy Int nteg egrat ration

• n

2 Te Techn hnolo

• logy

gy an and B d Boa

• ard At

d Atten enda dance nce

• Con
• nfe

feren rence ce cal alli ling ng

• Vid

ideo eo Con

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feren renci cing ng

3.

• 3. Te

Techn hnolo

• logy

gy an and B d Boa

• ard

d rep eport

• rts

s

• Dig

igit ital al re reports ports

• Sma

mart t bo boards ards

• Pow
• werp

erpoint

• int pr

pres esen entat tation ion

4 4 Te Techn hnol

• logy
• gy an

and B d Boa

• ard

d mi minu nutes es

• Board
• ard mi

minu nute tes

• Archiv

chiving ing rep eports

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Provide information to all Board Members Assist in preparing Board Members for next meeting Provide for public disclosure and transparency Develop a resource file of past Board meetings

Increasing Board Member Attendance

Tele le-conferencing

• Teleconferencing – meeting participation through a

telecommunications medium.

• Teleconferencing = Conference Calling
• Audio – Speaker Phone
• Host multiple lines
• Service provider coordination
• Dedicated phone number
• Access code
• Identify you as the Host or Guest

Cloud Base Services

• AT&T CISCO WebEx
• Download software
• Complete meeting information
• Name of Host
• Date
• Start time
• Duration
• E-mail address(es)

Web Site Response

• Host receives a confirmation email
• Forwarding email to teleconference participants:
• Calendar/Invitation to guest
• Purpose of meeting
• Date of meeting
• Start time
• Duration
• Conference call phone number
• Access Code

Tele-Connected

• Once you call-in
• Verify that you are now connected to the teleconference
• Verify that you are participating as Host or Guest
• States how many other participants have logged on
• Then you will hear beep, confirming connection

Unlimited Connection Opportunities

Access with special guests, service providers, resources HUD DC Headquarters Local HUD offices Other Housing Authorities Architect General Contract Accountant, Auditors

We Web Me b Meetin etings gs

Web Meetings is a broad term, involving a web- connected computer to other web-connected computers, tablets, phones, etc.

Top list of video chat apps or software

• Skype
• Google Duo
• FaceTime
• Hangouts

App Features/Benefits

• FaceTime and Google Duo
• Bare bone features – video chatting simplicity
• Skype and Hangouts
• More robust – drop down features
• File sharing
• Instant messaging
• 2017 Skype update includes voice mail feature

Basic Business Features

Face-to-face interaction Screen sharing

• Laser Pointer
• Host has full control

Up to 250 participants

• Security upgrade

DI DIGITAL GITAL BOA BOARD RD DO DOCU CUMENT MENTTS TS

(An Animat mated Sl ed Slide de)

Digital Board Documents

• Department reports are uploaded to secure server

– a week prior to Board and Committee meetings

(PRIVATE SECURED SERVER – PASSWORD PROTECTED)

• Board members can download files at their

convenience via

• Tablet
• Laptop
• Desktop
• Mobile Phone
• Selectively print documents for discussion

Portable Document Format (PDF)

• Electronically display documents independent of

software, hardware or operating system…

• Designed to preserve and protect contents and

layouts of documents

• Graphic Integrity – display the exact same content

and layout regardless of the originating software, device or operating system

• Convenient – Easy to create and share
• Secure – Offer severals level of protection
• Read Only and capacity to edit document
• Imprint watermarks
• Digital signature
• Compact – compress file size for easy exchange
• Multi-Dimensional – Integrate various type of contents
• Graphic, chart, spreadsheets, forms, letters

Advantages of PDF file format

PDF Dis isadvantages

• Because it is designed to preserve contents makes

it harder to edit or extract information

• Most PDF files are Read Only
• Not all PDF software is the same
• Adobe System – currently the industry standard

Sharing or Posting Dig igital l Reports

• Uploaded to private, secured server
• User name and Password
• Agenda
• Resolutions
• Financial Reports
• Balance Sheet
• Income Expense Statement
• Development Report
• Operations
• Capital

POW POWERP ERPOIN OINT T PRE PRESEN SENTAT TATIO ION

What is is PowerPoint?

• It is an electronic slide presentation medium
• PowerPoint is Microsoft product and a part of

Microsoft Suite package

• 1. Powerpoint
• 2. Prezi
• 3. Keynote – Apple
• 4. Knowledge Vision (KNOVIO) – online video

platform

In Integratio ion of On-line Media ia

• Open Source Clip Art
• Presenter Media - annual fee
• Upload videos
• Link other Microsoft products
• Word
• Excel
• Access

• Electronically write on it with a special pens

(usually come with the board)

Advantages of a Smart Board

Advantages of Usin ing a Smart Board

• Anything written on the smart board can be saved to

a tablet, computer or printed

• It’s great for Board brain-storming and keeping a

record of your ideas

Smart Board Documents

• Word File
• Excel File
• PowerPoint Presentation
• PDF File
• Forward files via:
• Email
• PDF

• Traditional
• Meeting minutes taken in long or short hand
• Court stenographer
• IT integration
• Audio Recording

IT IT and Documenting Board Meetin ings

IT IT and Documenting Board Meetin ings

• Digital Recorder
• Burned to CD or DVD and archived
• Date
• Time
• Meeting type
• Regular Board Meeting
• Special Board Meeting
• Committee Meeting
• Transcription
• Voice Recognition Software
• Manual

Recording Media ia

• Court Stenographer
• Dictation Service
• Steno Mask
• Digital Camera

Archiving Board Meeting Minutes

• Paper documents
• Audio Tape
• Digital
• Burned to a CD or DVD
• Stored on USB jump drive
• Stored on Hard drive
• Back up drive