Board document management is a process that involves coordinating and sharing board materials and documents equitably prior to, during and after meetings. The goal is to allow members to focus on governance, not tedious manual processes and updates to documents. It can be stressful and time-consuming for directors to coordinate and manage meetings-related information using patchwork solutions such as email, Dropbox, or couriers.
Having a robust board https://boardroommusic.com/what-are-board-meeting-notes-and-why-do-they-matter/ management software program will significantly eliminate these problems and boost your organization’s efficiency as well as communication and overall effectiveness of governance. Board portal software, which incorporates features such as electronic voting, messaging meetings minutes, and more, can automate many aspects of the Board of Directors meetings.
The right software can allow your team to create digital boards within minutes, not hours. You can import folders and use pre-saved templates, or start from scratch — then share the board in a single click. E-signature functionality makes it easy to sign documents quickly and monitor the status of documents instantly.
During meetings members of the board can log into the system and instantly access all the documents that are related to the agenda items. This removes the need for emailing directors with links to different versions of the same file, and ensures that all of the most important information for your board is accessible from any location. It’s also easier for directors to access meeting files and other materials between meetings and allows them to keep up-to-date with organizational updates and make sure that their board book is up to date.