Question

Recently, several willing and highly-qualified potential board members have been unable to physically attend quarterly meetings. As a result, they have been unable to serve. To overcome this challenge, the board wishes to hold virtual board meetings.

Use the 5-component model to recommend a collaboration information system for the association’s meetings. Specify the work that must be done for each component. Ensure your system has features and functions to facilitate communication, content-sharing, and task management.

Answer 1

Hardware: The virtual system will have a PC or tablet interface for each participating member, it should have the following

• A monitor
• High speed internet connection
• Central screen share devise as a projector at one location for physical attendees, if any (optional)

All devices are personal, and quality depends on the device available. A basi recommendation for the devices is shared before hand to be ready for the virtual meeting.

Software:

• To have free or paid video conferencing software/Tool
• Screen sharing enabled
• Login and secure channel

Most of these requirement can be assembled at no charge using free tools and software.

Creation of secure channel would require https links and pages for access.

Data

• This should have fed in MIS information of
  • Budget expenses
  • Actual expenses with classifications
  • Cost of equipments
  • Decay and wastage
  • Service contracts
  • Partnership information with other parties/NGOs

All the data will have accessibility restriction, one master will have all acsess, and he shares the information required to other board members.

The data is prepared before hand to be presented.

Procedures

This is the most complex of all, as there is no precursor to this everything needs to be done from scratch

• Set up of login process
• Account and access creation
• Date and Time and scheduling of the meeting
• Invitation with MIS information
• Time allocation for presentation and breaking the communications
• General practices to be followed
• How to share screen to present the data
• Creation of moderators to conduct the proceedings

These procedures are prepared and the broad guidelines are shared with the invite, a link and access code is shared to the members and rest all have a view only access.

People:

• All members
• All participants, as observers

So, here the participants have view only access, they are muted and other members discuss and the board is represented.

Good Luck and God Bless :)

Please comment in case of any problem