Board meeting software, also known as board portal software, is a single, secure, and team-based tool that enables you to plan paperless board meetings from start to finish. You can: Use a board portal to:
- invite visitors;
- distribute the schedule and other required materials;
- make sure everyone has access to the most recent information and keep papers up to date;
- add questions and comments to documents;
- conduct the meeting;
- consider contributions;
- vote holds;
- approving and signing documents;
- keep a record of all meeting decisions, including the “read receipts” that auditors frequently want;
- enable video conferencing and online chat on the virtual board.
Everything is kept in the cloud by the board meeting software, allowing for cooperation from any location. Having a shared board meeting software platform for your attendees enables you to take advantage of the productivity and environmental advantages of a paperless solution, regardless of whether you decide to have your meeting in person, online, or a combination of the two.
How to Choose Your Board Meeting Software in Easy Steps
Although the needs of each organization will vary, there are a few essential aspects that you should look for in any such portal.
Look Over the Security Features
It is impossible to emphasize the value of security in board meeting software. The credentials of any site you are considering using should be checked beforehand. They ought to be able to provide you with information on the reliability of their encryption as well as the international standards they follow. You can feel more confident when transmitting critical information through a secure portal.
Learn How It Facilitates Document Creation
Typically, more than one person is responsible for developing the documents for the board book. The option to assign assignments would be a useful feature of your board management software to manage the workflow of drafting the entire document across a team. When editing documents in the site, you can collaborate and add due dates. This eliminates the need to switch between several apps to monitor the board book’s progress.
Assess the Ease of Information Access
Although it may seem obvious, the ideal board meeting software should make it simple for you and the meeting attendees to get the information you need. The goal of employing a paperless system is to replace the convoluted and disorganized paper process with a more streamlined, simple, and orderly one.
Check to See whether Users Can Work Together
Another significant benefit of employing board management tools is the simplicity of collaboration. A paper-led approach might take up a lot of the meeting time as each participant must explain their concerns, queries, and opinions. You may see every comment as it is made when using the board interface to collaborate online. This can help save time during the meeting by allowing some of the important administrative talks and modifications to take place beforehand.
Exists a Calendar Function?
The option to share and change calendars inside the portal is another handy feature that can meet your needs. When you are aware of who is available and when, it is easier to organize meetings and other events. Additionally, it enables prompt responses and RSVPs from your members.
Identify Whether Video Conferencing Is Supported
The ability to observe who is actively participating in the meeting is essential for achieving the legal obligation to easily identify everyone who participates. You might accidentally lose a user on a conference call. Video conferencing is therefore incredibly beneficial for transparency.
Check Out the Features It Offers for Governance
It is essential to have online governance capabilities while conducting virtual meetings in a paperless office. For instance, a lot of board portals offer risk management tools.
The capability to issue eSignatures and approvals through the platform is the most crucial aspect of governance that you need to have incorporated in your board meeting software.
Think About Whether This Is A Better Choice
You do need to consider whether it offers a better option than your current position before choosing your board meeting platform. Your stakeholders need to be convinced that making the change will be worthwhile before they commit to it, go through the necessary training, and modify corporate procedures.