Boards use many tools to prepare for meetings, such as emailing documents and using file-sharing sites. While these tools can be useful for organising and sharing information, they don’t have the flexibility or security required to meet the needs of boards. Selecting the right board document management tool can boost efficiency at meetings and reduce administrative overhead. Consider the needs of your board members and the administrators, then look for a solution that fits those needs.
For instance, if your main issue is separating agenda items and the board book, think about solutions that allow directors to create their own agenda templates or a simple drag-and-drop tool. If the primary concern is that directors have everything they need prior to and during the meeting, look for a solution that includes all the materials for boards and that permits secure sharing with other stakeholders (such lawyers and auditors).
The most effective boards utilize technology in order to streamline their meeting processes and support collaboration. While first-generation solutions focused on moving meeting materials from paper to digital, more recent portals for board meetings have transformed into fully unified software platforms that offer advanced capabilities to facilitate efficient meetings and best practices for governance. Select a software company that is cloud-first in its engineering approach and a history of working with international clients to maximize your return on investment. Ask prospective suppliers how they will secure confidential data and provide 24/7 support for you and your team. Ask how the software for board members you are contemplating will scale as you expand your business and your community.
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