Board documents management is a vital element of the boardroom process. It encompasses a range of functions, such as secure storage and distribution of board documents, meeting agendas, survey and voting tools as well as task tracking and the assignment of tasks for committee members. It can also ensure compliance with governance by facilitating compliance to legal requirements and regulatory duties.
A well-designed board portal will make the entire process more efficient, allowing directors to focus on their fiduciary responsibilities and guide the organization toward long-term sustainability. Relying on manual paper-based processes or electronic tools that are not designed with board management at online boardroom org the front, can result in unproductive processes, communication sylos and disengaged members.
A board portal that places security first will safeguard sensitive information and allow directors to collaborate and work in a secure manner, even if they are not on site. It will alert the directors to any new papers or updates, and allow them to browse through their entire archive of documents from the board. It will also allow them to keep their notes private on any of those papers, so that even if they amend their papers, they still have access to the original information they looked up. It will also offer 24 hours all-year-round support from real people not just chatbots.
It will also provide directors with a dashboard which displays the dates of their meetings, their planning activities, and the times they are available to meet. This will make it easier for directors to schedule meetings that are suitable for everyone. It will also allow them to quickly review their progress on any assigned tasks so that they don’t miss deadlines or fail in following the commitments they made.