Practical pointers for board meetings.

• Position: The logistics of corporate directors meetings

Effective (and distraction-free) board meetings require smooth handling of a range of logistical matters. Here is some useful advice.

TRADITIONALLY, the word "boardroom" conjures up the image of an elegant, large room with a spectacular view up in the rarified upper floors of company headquarters, with oriental rungs covering the floor, expensive art on the walls, a gigantic wooden conference table, and comfortable chairs of soft leather. There are many boardrooms that would fit this image. But a boardroom can also be an ordinary, perhaps windowless, conference room with a Formica top table and white or black boards, a room which when not in use by the board is available to all employees for meetings.

The room itself, the size of the board, the mix between employee and non-employee directors, the personalities of the directors and the CEO are all factors that influence the formality with which meetings are conducted and the space in which meetings are held.

As communication technologies evolve and company leaders become accustomed to using teleconferencing and videoconferencing in their daffy communications -- particularly as companies become global and international travel is more costly and it is less convenient to gather in one room for meetings -- companies are updating their boardrooms. In fact, the room in which the board regularly meets may no longer be designated the "boardroom" but may have much greater use as a management multipurpose meeting place.

Rather than have one large formal table, the room setup may feature smaller tables that can be joined into a large table so that the room can be rearranged for classroom seating, auditorium seating, or an open area for stand-up meetings or receptions. The company's information technology can be integrated into this room so that presenters can have the capability for presentations to the board that match what they are using in their own work areas. It's a good idea, however, to make the equipment as user-friendly as possible, including having a basic overhead projector, so that presenters who are not experienced with the new equipment can be comfortable. Most directors are not impressed by flashy presentations but are most interested in having the necessary information provided in a concise, easy-to-grasp manner.

Some of the audiovisual capabilities that are continuing to be improved include rearview projection, personal-computer projection, overhead projection with camera to record handwritten meeting notes as they are projected, sound enhancement, teleconferencing and videoconferencing equipment, lecterns with controls for the equipment, remote operation of lights and window coverings, and much more.

Technological upgrading

Because corporate secretaries are responsible for preparing the room for board meetings, they usually are called on to participate in planning for boardroom changes. Most often those plans are part of a reorganization, relocation, or change in the methods of doing business which may be the result of globalization, consolidation or expansion, merger or acquisition, a new management team with a culture change, or adoption of new technology in all aspects of the business. Among the considerations in evaluating the benefits of investing in new technology in the boardroom are:

* Will the room be a dedicated boardroom or a multipurpose room?

* Will the improved technology...