If they’re working in the same room or across continents, board members need to be confident that they have the latest version of documents. This is why a central shared system of record is essential for meeting planning and governance processes. The best software for managing board meetings will allow for continuous updates to documents, regardless of which device or platform is being utilized by the participants. This level of security allows board materials to be accessed by all participants and to be viewed and commented on at any time.
When choosing a board portal solution, choose one with the following key characteristics:
Tools for scheduling and inviting meetings: With a few simple automation tools, you can easily determine the dates and times for your meetings. Also, let attendees sign up online for meetings and send reminders.
Agenda Builder Tools: Create dynamic, digital agendas for meetings with time limits and person assignments. Some portals even have embedded reference documents.
Task management Use a task management system to ensure that every board member is up-to date on their tasks before your next meeting. The most effective solutions will display all tasks on one central dashboard. This lets directors make sure they’ve completed meeting materials, drafted the budget for a campaign, or snapped photos of an event.
Training & support: Be sure to offer multiple opportunities for technology-challenged board members to receive training. Hold group training sessions at different times and places. Also, think about reaching out to board members who have a lack of technology to schedule 1:1 sessions.
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