Board documents management is an essential component of the boardroom procedure. It encompasses a variety of tasks, including secure storage and distribution of documents for the board, agendas for meetings, survey and voting tools as well as task tracking and assignments to committee members. It can also help ensure governance compliance by facilitating adherence with regulatory requirements and legal obligations.
A good board portal will make this whole process more efficient and ensure directors can focus on their fiduciary responsibilities and lead the organization towards long-term sustainability and success. Using manual paper-based processes or using digital tools that are not designed with board management in mind front, can result in problems with efficiency, communication sylos and disengaged board members.
A board portal that places security first will safeguard sensitive information and allow directors to collaborate and work in a secure manner even when they are offsite. It will alert directors to updates and new papers, and allow them to access through their entire archive of electronic board documents quickly. It will allow them to keep their private notes when viewing any of these papers to ensure that if the documents are revised, they can still have access to the information they initially viewed. It will also offer 24/7 all year round support from human beings not only chatbots.
It will also provide directors with a dashboard that shows upcoming meetings, their preparation activities, as well as the times they are available to attend. This allows directors to plan meeting times that are convenient for everyone. It also allows them to quickly assess their progress in the various tasks assigned to them to ensure they don’t miss crucial deadlines and fail to meet their commitments.
