Boards utilize a variety of tools to plan meetings, including emailing documents and using file-sharing websites. These tools are helpful for organizing and sharing materials but lack the flexibility and security needed to satisfy the requirements of the board. A proper board document solution will increase the efficiency of meetings and cut down on the administrative burden. Look for a solution based on the needs of your board members and administrators.
Think about solutions that permit directors to create their own agenda templates or use a simple drag and drop tool, for example if your main challenge is coming up with the agenda items and the board book. If the main issue is ensuring that directors have access to all the needed information prior to and during the meeting, search for a solution that has an entire library of board documents and enables secure sharing with external stakeholders (such as auditors and legal).
The best boards make use of technology to support collaboration and streamlining meeting processes. In the beginning, solutions were created to convert meeting materials printed on paper into digital formats. However, in recent years, board portals have become an integrated software platform that has advanced capabilities that enable efficient governance and meetings. Choose a company that uses a cloud-first design approach and a track record of working with international clients to maximize your return on investment. Ask prospective vendors how they will protect confidential data and provide 24 hour customer support for you and team. Ask how the board software you are contemplating will expand as you grow your business and your community.