Board members must be certain they have the most recent version of documents, whether they are working in the same room with the other or on separate continents. This is why a central, shared system of record is vital for meeting preparation and governance processes. The most effective software for managing board meetings updates documents at the same time, no matter what device or platform the participants are using. With this level of security, the board’s materials can be reviewed and accessed anytime by a variety of people and ensure that the correct information is always available to make strategic decisions at all times.

When selecting a portal for your board Look for these features:

Tools for scheduling and inviting meetings: With the help of simple automation tools, you are able to quickly determine the dates and times for your meetings. Additionally, you can permit participants to sign up for meetings online. You can also send reminders.

Agenda Builder Tools Create dynamic, digital agendas for meetings with time limitations and person assignments. Some portals even include embedded references documents.

Task management Use a task management system to ensure that all board members are up-to-date regarding their responsibilities prior to the next meeting. The best solution will display all tasks assigned to them on an centralized dashboard, which allows directors to confirm that they’ve read the meeting materials and have finalized the budget for an upcoming campaign or even captured photos of an event for volunteers, as an example.

Training & support: Be sure to offer multiple opportunities for technology-challenged board members to receive training. Make it a point to offer group training sessions in a variety of times and locations, and think about reaching out to members of the board who are technologically challenged to arrange 1:1 training sessions.

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