Discover how board portal software enhances efficiency and teamwork, driving nonprofit organizations towards greater success and impact.
Originally, the management portal was developed to allow the executive committee to effectively plan the strategic development of the company or discuss critical issues.
Nowadays, the board portal software can be used not only by senior board executives, but also by all team members to conduct meetings, share relevant documents, set objectives for a specific period, define tasks and monitor their execution. Here below we want to take a look at the main advantages of Board Management Software.
Main advantages of using software for board management
The main advantage of a board management platform for board meetings is that it structures them online.
Here is a short list of the benefits offered by the virtual meeting room:
- Fluid communication and user-friendliness. With a board meeting software, board members can collaborate effectively in strategic direction and tactical planning.
- Improved data security and confidentiality. All online board meetings are protected by advanced encryption protocols, making it impossible for unauthorized third parties to access events or documents.
- User management and control. Modern digital board rooms allow members to manage different meeting spaces, as well as document folders and directories.
- Access to the right tools. Easy management of the agenda, notes, documents, discussions, votes and minutes of board meetings.
- Setting objectives and control. The objective definition tool allows the programming of reminders to better organize the process.
The use of a board portal has clear advantages for the structuring of virtual board meetings, allowing fluid communication, better data security and effective management and achievement of objectives.
9 steps to improve virtual board meetings using board software
There is a workflow that allows a company to manage virtual board meetings as efficiently as possible. This board meeting management workflow is based on the experiences of companies that actively use virtual boardroom software on a daily basis.
Here are 9 steps to improve your company's virtual board meetings using paperless board meeting software:
- Automate meeting planning and notifications for regular meetings.
- Make sure that all participants are invited and have access to the necessary documents.
- Establish the agenda so that each participant can plan their own schedule.
- Use the report generator to automate the process and save time.
- Use the video to increase engagement.
- Set up automated note records.
- Set up live votes. This helps to make quick decisions and record them easily.
- Turn decisions into real tasks within the board of directors software.
- Collect comments on the meeting itself at the end of the meeting, analyze all the blocking points that occurred during the meeting and update the necessary framework to meet your company's needs.
The use of secure board software offers many advantages. Simple meeting management principles help to integrate them all into the daily life of the company. Just apply them and you will see how useful board management software can be.
Document management in the virtual meeting room
The virtual meeting room allows individuals, teams and companies to easily collaborate with one or more documents:
- Fast and secure exchange of documents within the company;
- Online and offline access from anywhere to administrators and stakeholders;
- Distribution of materials among meeting participants and update if necessary;
- Facilitating communication between managers and administrators;
- Error correction: no need to waste another sheet of paper;
- Saving time and costs related to paper.
Optimizing your assistant's time to focus on your needs and those of participants, rather than managing paper-related tasks.
Paperless, practical and environmentally friendly
Sharing and reviewing documents online is much more convenient and secure than working on printed versions. This is why the management of board documents is a very popular feature of board software. If you want to know more, you can consult examples of council documents.
Download several documents at the same time. Organize the files into folders, subfolders and sub-subfolders. Change folder access permissions for different user groups. And save a tree every month.
Security, confidentiality and simplicity guaranteed
Board portals offer all these essential security features that email and personal data exchange services do not provide. Paperless council meetings are easily accessible and difficult to hack. Administrators can define access levels for different users and add other security measures such as encryption.
Do you need to electronically sign certain documents? No need to pay additional costs for third-party software tools. Download the document at the online board meeting or create it and send it simultaneously to your colleagues for electronic signature.
Conclusion
The use of board portal software for nonprofits means paperless board meetings with many benefits, which significantly reduces the workload. In addition, the data is protected in a secure way, so that third parties cannot access it.
Management portals also offer agenda software for board meetings. With this feature, secretaries never miss important points. There are tools to control users, access and entire projects. Administrators can check activity reports at any time to stay up to date and plan other actions.
