Board members should be confident they have the latest version of documents, regardless of whether they’re working in the same room as the other or on separate continents. That’s why having a central shared system of records is crucial for your meeting preparation and governance processes. The best software for managing board meetings will update documents simultaneously, regardless of which device or platform is being utilized by the participants. This level of security allows the board’s materials to be accessible to everyone and viewed by all participants at any time.
When selecting a portal for your board, look for these features:
Tools to schedule and invite meetings: Using simple automated tools, you can quickly determine the dates and times for your meetings. Also, let attendees sign up for meetings online and send reminders.
Agenda builders tools create dynamic, fully digital meeting agendas with time limits, as well as people assignments. Some portals include reference documents that are embedded within the pages.
Task management: Make sure that all board members have completed their work prior to the next meeting by using an effective task manager. The most effective solution will display all tasks assigned to them on a centralized dashboard, allowing directors to double-check that they’ve looked over the meeting material and have finalized the budget for a forthcoming campaign or taken photos at the event of volunteers, for instance.
Training & support: Be sure to offer multiple opportunities for technology-challenged board members to receive training. Make it a point to offer group training sessions at several locations and times, and be sure to reach out to members of the board who are technologically challenged to arrange 1:1 training sessions.
