Board portals are a great method to streamline meetings and they can help directors concentrate their attention on governance. The selection of the right portal requires careful evaluation. You should make sure that it meets the most crucial requirements, including security, collaboration, and meeting management.
Inspiring your board to support the portal is crucial to a successful implementation. Begin by engaging the stakeholders–board members executives, board members, and IT personnel–early on during the process to explain the benefits of a paper-free boardroom and to resolve any concerns or objections. Then, plan and conduct tests with a limited number of users to make sure that the portal is simple to use and provides the essential features.
Once implemented the board portal will free up valuable time for everyone involved, directors, chairpersons, and company secretaries as well. This frees up their time to devote to preparing for, organising and facilitating effective meetings. It also enhances decision-making as well as increase the effectiveness of follow-up activities. It will also support ESG goals by removing paper and reducing carbon footprint.
A good board portal consolidates documents into one location, making them easier to find and access. The portal will allow directors to collaborate and make annotations on documents. This facilitates the preparation for meetings and helps prevent sensitive information from being lost in email chains. It can provide a dashboard that displays upcoming meetings and other preparation items, making sure that your board is always updated with the latest information on hand. It should also provide task management to keep on top of any tasks that have been assigned.