Why Remote Board Meetings Need Better Tools

As boards shift to hybrid or fully remote formats, the need for structured, collaborative, and async-ready meeting software has skyrocketed.

Board meetings today aren’t just about Zoom calls. They require:

• Clear agenda sharing in advance
• Easy collaboration without version chaos
• Secure note-taking and minutes
• Async updates between meetings

📊 According to People Managing People, organizations using agenda software are twice as consistent in governance preparation and follow-through. That’s why specialized tools matter more than general-purpose doc editors.

Key Features to Look For

When choosing a board meeting software, look for tools that:

• ✍️ Allow collaborative agendas and note-taking
• 🔁 Support version history and updates
• 🛡️ Include permission controls for sensitive documents
• 🧑‍⚖️ Serve different board types: nonprofit, startup, corporate
• 📅 Help you track recurring meetings + follow-ups
• 🔗 Work async – no mandatory logins or live sessions

💡 In fact, free tools like Agendalink can reduce time spent on meeting logistics by up to 50%, letting boards focus on strategy instead of scheduling.

The Best Free Board Meeting Software (2025)

Here are some of the top options – and how they compare.

Agendalink – Best Free Tool for Async Board Docs

• Create and edit collaborative agendas
• Share async with board members – no login required
• Track changes, comments, and decisions in one place
• Built specifically for recurring board work
• Includes minutes templates, approval tracking, and more

🎯 Perfect for: Startups, nonprofits, remote boards, async-first teams

💸 Free version: Yes

🔗 Try Agendalink

🧠 According to Harvard Business Review, meetings with clear objectives and shared prep docs result in 30% more actionable decisions – making structured agenda tools essential.

Google Docs + Google Drive

• Basic document editing and sharing
• Commenting and real-time collaboration
• Can get messy without structure

🎯 Good for: Small teams, early-stage boards

💸 Free version: Yes

⚠️ Lacks board-specific features like templates, voting, async agenda delivery

Notion

• Flexible pages and databases
• Useful for internal team notes
• Limited support for formal agenda/minutes workflow

🎯 Good for: Internal boards, tech-savvy teams

💸 Free version: Yes (with limits)

⚠️ Steeper learning curve; no agenda templates by default

Boardable (Free Trial Only)

• Designed for nonprofits
• Includes meeting scheduling and minute recording
• Free trial only, then paid plans

🎯 Good for: Nonprofit boards

💸 Free version: No (trial only)

⚠️ Not ideal for startups or async-first work

Why Agendalink Stands Out

Agendalink was built specifically for governance workflows – not just document sharing.

Unlike generic tools, it helps you:

• Prepare async with structured templates
• Collaborate before and after the meeting
• Capture approvals and decisions in one place
• Avoid version control issues or lost docs

✨ And unlike other tools, it’s built for async, not just live video meetings.

📈 That said, live conferencing remains essential – Zoom is now used by 50% of Fortune 500 companies, underscoring how remote meetings are now mainstream for even the most traditional boards.

📝 Reviews of tools like Agendalink praise features like agenda creation, document sharing, and decision tracking – all of which directly improve board governance efficiency.

📁 Already using templates? Make them easier to manage with async-ready agendas and docs.

Final Thoughts

You don’t need enterprise software to run great board meetings. With the right (free) tools, you can:

• Build professional agendas
• Share async and reduce time spent live
• Keep everyone aligned – wherever they are

🎯 Ready to simplify your board process?

Start with our Board Meeting Agenda & Minutes Guide and try Agendalink for free.

📚 Sources

1. People Managing People – Best Board Meeting Software
2. BoardWise – Streamline Governance Tools
3. WeDevs – Online Meeting Tools
4. Software Advice – Board Management Tools
5. Harvard Business Review – Productive Board Meetings