With security concerns, a rise in virtual or hybrid meetings and the growing popularity of paperless meeting formats for board meetings, many organizations are considering board portal software. However, not all tools are made equal and a range of features can make the difference between a successful implementation and one that is less efficient, or even creates unexpected security risks.
The principal function of a portal for boards is to provide instant easy access to the information. Consider whether the various features and user interfaces will be easy to your board members based on their day-in and day-out actual board meetings. Also consider the conveniences that are available to directors on the move, like tablets, offline access and support for remote approvals.
The majority of board members and secretaries are time-starved, so it’s crucial that the tools available are simple to use and will save them substantial amounts of time. Look for board management systems that offer features that reduce the necessity of reprinting or scanning physical documents. e-Signatures, for example are a great way to reduce the requirement to sign and distribute copies of documents. This aligns with sustainability goals and allows for faster and secure transmission of sensitive information.
Pricing is a crucial aspect in deciding on the best board portal for your company. Ask about the product editions, and be aware of the additional costs for administrators, committees and trainings as well as data storage. Take into consideration the length of time that the product has been on the market and if other organizations in your industry have tested its durability and stability.
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