Board document management is a procedure for preparing, sharing and evaluating the materials used for board meetings. Traditionally, this is accomplished through the distribution of emails and couriers of physical documents. However, digital solutions such as online board portals are much more efficient and secure for meeting preparation, document sharing, and minutes of board meetings.
A highly-performing board thrives by a smooth and efficient communication. It is therefore important to have a system that allows your board to collaborate prior to, during and after meetings. This includes a collaborative workspace and digital voting tools.
The best way to ensure that your board is prepared for every meeting is to ensure that you have the appropriate software for managing your board in place. This will allow your board to be productive, reduce frustration and stress, as well as help everyone stay focused on governing.
Prioritize Security
The information stored on the board platform needs to be protected regardless of whether it’s sensitive information about board members, personnel documents or committee records. It is vital to select a system for managing documents for your board that is secure, has top-of-the-line security capabilities and makes it easy for admins and members to manage permissions.
Make it simple for your board to prepare for each meeting by providing a a simple dashboard view of all upcoming meetings and related documents. This will eliminate the manual process of finding out the best time to meet for everyone and ensure that all attendees are on the same page. This ensures that your board directors can access the most recent version of your confidential documents. This reduces the risk of misplaced documents.
