The use of paper documents during the board of directors is not a common practice that takes up unnecessary time, and also creates more risks associated with data leakage. The best way in such cases is to use special programs that can guarantee security and provide convenient tools for organizing and exchanging documents during the board, these programs are called board portals. In this article, we will look at exactly what aspects of the business board portals help make the process more flexible and efficient.
Simplified board package management
In the past, depending on the purpose of a board meeting, a stack of boards could reach the size of a thick encyclopedia. This format of documents is hard and dangerous to carry, easy to damage or loss, and it takes much longer to review them because the necessary document would have to be searched manually.
If you use a board portal, you can use digital boards, which will contain all the same information about meetings and meeting materials, but it is much easier to use. You can access the board at any time of the day or night and easily find the document you need, and the program’s multi-level security system ensures that your data is protected from theft or damage.
Enhanced boardroom security
If we are already talking about security, be sure that the program has a rigorous security system with complex login and access control, but all this is only for the good of the company. Boardroom portals usually use data encryption, and administrators can monitor users’ actions during tasks, and they have the right to grant access to a particular document.
It’s no secret that any company spends a fair amount of time on meetings. But as they say, time is money and in this case, the phrase makes literal sense. All that time that organizations spend in meetings costs them the loss of billions of dollars per year. But board meeting software has a solution to this problem, as they can create all the necessary conditions to ensure that the meeting was productive and therefore faster.
The software does this through its voting functions, real-time mode, the ability to leave comments and notes, and so on. When all participants are active it becomes much easier to come to a common decision.
Synchronization of information through real-time updates
Any changes or updates that take place within the board program are reflected by other users at the same moment when the action is performed. Users are also automatically notified of changes so that everyone is always up to date.
This way, organizers don’t have to spend extra time making edits and retyping the documents, and then sending them out again to all participants.
Simplified note taking on iPad, Android, or other touchscreen devices
The traditional way of writing notes on a plain piece of paper can be confusing because without context it’s hard to remember what you meant. But if you create notes within a whiteboard portal, you can create notes and annotations right on a copy of your presentation, even on a touchscreen.
Higher level of participation due to remote meetings
Board members are not always just people who are in the same city or country as your company, sometimes they can be quite far away. Using the board portal allows meetings to be held remotely, which means that all board members will have the opportunity to participate, whether they are on the road, on sick leave, or at the other end of the world.