Boards use a variety of tools for preparing meetings, including sending documents and using file-sharing sites. While these tools are generally useful for organising and sharing documents, they don’t have the flexibility or security needed to meet board requirements. A good board document solution can improve meeting efficiency and decrease the administrative burden. Find a solution that is designed to meet the needs of your board members as well as your administrators.

For instance, if the principal issue is deciding on agenda items and the board book, consider solutions that allow directors to create their own agenda templates, or use a simple drag-and-drop tool. If the primary issue is that directors have all the materials they require before and during a meeting, look for a solution with an extensive library of board materials, and also allows secure sharing with other stakeholders (such auditors and lawyers).

The best boards make use of technology to support collaboration and streamline meeting procedures. While the first generation of solutions focused on shifting meeting materials from paper to digital formats, more recent portals for board meetings have transformed into fully integrated software platforms with sophisticated capabilities for efficient meetings and best practices for governance. To maximize your ROI pick a provider that is cloud-first and has a an established track record with global clients. Ask prospective companies how they will safeguard confidential data and provide 24/7 customer support for you and team. During the evaluation process, ask how your potential board software is designed to scale with you as you expand your www.boardroommusic.com/how-to-work-successfully-with-data-room-software/ operations and your user base.