The Benefits of Meeting Management Technology for Library Board Meetings

Lena Eisenstein
6 min read

Meeting management technology exists to simplify the work necessary to run successful library board meetings and to support the board in various ways. Utilizing the right technology, boards can operate more effectively and efficiently.

Utilizing an organized and effectual board management software will make a difference in the work that your library board is able to achieve. Board management software streamlines a lot of the tedious work being done by board members and administrators, which allows the board to better utilize their time to tackle goals related to the organization’s vision and strategic plan.

Creating an Organized Meeting Agenda for a Library Board Meeting

A common starting point for any library board meeting management technology is automated agenda creation. The idea is to prepare an organized and efficient agenda. Utilizing meeting management technology, you can easily and quickly create an agenda based on a template that meets your board’s specific needs.

The right technology should support all types of attachments and allow for these documents to be attached to specific agenda items. Library boards should have the ability to upload an unlimited number of attachments to each agenda item through a board management software.

Recording and Maintaining Library Board Meeting Minutes

Recording library board meeting minutes can be a long and painstaking process. Automated production of your library board’s meeting minutes document, through a board management software, can be a timesaver that can also improve the accuracy of details and information.

Board management software can allow your board to utilize both automated and manual capabilities to produce meeting minutes and then easily present those minutes for approval at future meetings. This helps promote efficiency and effectiveness in the minutes recorded from library board meetings.

Library board meetings might have additional materials distributed to board members or other attendees. These documents can be attached to the board meeting agenda and minutes, then these materials can be searchable through the board management software.

If the board records meetings through video or audio, the footage of meetings are also able to be attached to minutes. All of these documents and files can then be easily distributed to board members and other pertinent parties.

Setting and Tracking Goals for Library Boards

Through goal-tracking software, board members should have the ability to actively track goal progress with related dates to know when the goal began and when tasks/actions are completed. Goal-tracking through a board management software may not only provides active tracking, but should have the capability to view dates for reports given regarding the goal or timelines for completed action items.

Leveraging the right technology, like goal-tracking and agenda creation capabilities, boards can attach goals and supporting documents or files when creating the agenda. Using this function, goals can automatically be generated into agenda items for library board meetings, and boards can easily select what pertinent information or documents should be linked to share with the public or other constituents.

Access to Library Board Meeting Documents and Other Materials

The ability for library board members to have access to the information that the board needs and when they need it allows the board make more strategic decisions. Board management software should streamline the board members’ ability to share and access pertinent library board information.

Library board meeting agendas, past meeting minutes, policy manuals, strategic plans, goal information, and orientation or training resources are all significant materials related to the roles of board members. Library board members should have the capability of accessing these documents from any device or location, securely. Utilizing the right technology, board members can easily upload, share, and access all of these vital materials.

Having simple and fast access to policy manuals regarding board governance sets the board up for success in modern governance practices. Board management software can meet the board’s needs where they currently are, and works to push the board toward better governance practices and accomplishing their best work.

Secure Library Board Meeting Materials and Related Information

When library boards are leveraging board management software, it is vital that they look at the features and capabilities of the software in terms of securing sensitive data. When it comes to sensitive information, the data should be stored on a private server and on sites with high-level encryption (256-bit encryption is the strongest level of security currently available).

Any board management software should promote and support strong cybersecurity practices to protect sensitive data. While technology can seem to encourage or welcome risks, the right technology tools helps library boards mitigate the risks for sensitive data exposure or data loss.

Tips and Tricks: Technology for Organized Library Board Meetings

  • Share the library board meeting agenda. Board management software allows for the agenda to be shared with board members (and to be posted for the public to view, if needed) prior to the board meeting. This allows for board members to review the agenda and to come to the meeting fully prepared.
  • Access to materials and related documents. If there are statements being provided at the meeting regarding the budget, library use statistics, or any other reports from administrators, related documents can be linked to specific agenda items for easy access and review. The meeting minutes from the previous library board meeting may also be accessed through a board management software, allowing the board to review the minutes and make any notes on necessary changes or corrections to the record.
  • Review progress. Goal-tracking features through board management software can allow the board to link goal progress or tasks related to the goals to the meeting agenda. Board members, administrators, and attendees can view goals, make note of what has been accomplished, and view any remaining tasks and their related deadlines.
  • Recording library board meeting minutes and board votes. Board management software can allow for digital voting in real-time for board members. This can simplify pieces of recording meeting minutes. By creating and managing library board meeting minutes through a board management software, access and maintenance of this important record of board business is simplified and streamlined.

When selecting a library board meeting management software, it is important to look at all of the services, features, and support offered through the software. Is it organized and user-friendly? How can the features of the software impact the work our board is accomplishing? What security or privacy customizations are available?

Leveraging the right technology can save boards time, money, and energy – all of which can be wasted on accomplishing tasks that are imperative to board function, but could be simplified through board management software. Library board meeting management tools can be a seamless resource to be utilized by the board to maintain the focus on the organization’s goals and vision.