Board documents management is a crucial aspect of the process for establishing a boardroom. It encompasses a variety of tasks, including the safe storage and distribution board documents, agendas for meetings and voting tools, as well as tracking tasks and assigning the tasks to committee members. It can also help ensure compliance with governance requirements, while facilitating adhering to the legal requirements and regulatory obligations.
A well-designed board portal can make this whole process more efficient and ensure that directors are able to focus on their fiduciary obligations and lead the organization towards sustainable, long-term success. Relying on manual, paper-based processes or tools that have not been designed with board management in mind can lead to inefficiencies, communication gaps and disengaged board members.
A board portal that focuses on security will safeguard sensitive information and allow directors to collaborate and securely, even if offsite. It will alert the directors to any new documents or changes, and allow them to search through their entire archive of board documents. It should allow them to save their private notes when viewing any of these papers in order that even if the papers are updated, they will still access the information they first read. It will also offer 24 hours all-year-round support from real people – not just chatbots.
Directors will also be provided with a dashboard that displays the dates of their meetings, their planning activities and the times they can be available for meetings. This will make it easier for directors to plan meeting times that are convenient for everyone. They can also review their progress in any task assigned to ensure that they don’t miss important deadlines or fail to meet their obligations.