Board members should be confident they have the most up-to-date version of documents, whether they’re in the same space as they are or on different continents. That’s why a central, shared system of record is vital for meeting preparation and governance processes. The best software for managing board meetings will update documents simultaneously, regardless of which device or platform is utilized by the participants. This level of security allows board materials to be accessible to everyone and commented upon at any time.

When choosing a portal for board meetings Look for these features:

Meeting invites and scheduling tools: You can easily identify meeting dates and times by using simple automation tools. Also, let attendees sign up for meetings online and provide reminders.

Agenda Builder Tools Create dynamic, digital meeting agendas with time limits and person assignments. Some portals even include embedded reference documents.

Task management: Ensure all board members have completed their tasks ahead of your next meeting by using a comprehensive task manager. The best solution is to display all tasks on one central dashboard. Directors can verify that they have completed meeting materials, drafted the budget for a campaign or taken pictures at an event.

Training & support: Be sure to offer multiple opportunities for technology-challenged board members to receive training. Plan to host group training sessions at several places and times, and also consider individually reaching out to tech-challenged board members to schedule training sessions in a 1:1 format.

Virtual data room