Many boards conduct business with solutions cobbled together from enterprise-wide applications. They prepare board documents with conventional office software and communicate via standard-issue email and messaging systems. Yet elsewhere in the organization, nearly every other function – from sales to manufacturing – benefits from the latest technology to capitalize on opportunities while managing risks. It stands to reason that organizations should similarly implement technology to attain secure, efficient and collaborative environments for their board.
Antiquated board processes are cumbersome. Tracking changes and keeping documents in sync is laborious, error-prone and not secure. The best board meeting technology streamlines board functions on a secure, integrated platform that’s easy for the board to use. As organizations create their strategic plans for the upcoming year, a careful evaluation of board technology options is an investment in efficiency, agility and risk mitigation.
Board technology features to look for Careful evaluation pays enterprises back with a strategic technology asset that supports best practices while facilitating secure collaboration. Ideally, board meeting technology selection will consider these features and criteria:
Choosing technology that encourages and facilitates adoption What makes users adopt and use new board management software with enthusiasm? For starters, board members and executive teams appreciate the ability to access board documents across multiple devices, such as laptops, smartphones and tablets. They value live support that’s available around the clock. They welcome intuitive interfaces that mimic familiar processes such as email, file sharing and text-messaging.
Training is essential to rapid adoption and user confidence. Ideally, the board management software provider offers continuous training in sync with software enhancements and security protocols. Training should include customizable and bespoke options that cater to the enterprise and individual users. Ongoing user support is essential to sustained adoption. A provider should support board management software – by phone or virtual session, and by training and retraining – for the duration of the contract, at no additional cost.
Support should be available around the clock, every day of the year. Make sure in-house experts – not outsourced call centers – handle support calls. And don’t overlook the relationship between support and security; rapid issue resolution mitigates security risk.
Security considerations Businesses that fail to protect sensitive data get fined and suffer reputational damage. As board activity grows ever more digital (and as the transition to fully virtual work continues), look for board management software that’s designed for protection of privileged information:
Identifying the right partner A search for board management software is about the product, but also seek a provider that can be a strong partner. You should also consider whether the provider’s board management software is merely a point solution, or a more fully integrated suite of solutions designed for complete, secure governance management.
Superior board management software delivers robust features that streamline communication among board members, offers entity management to centralize and manage corporate subsidiary data, and provides insights and analytics to uncover risks and opportunities. Secure communications technology will additionally protect sensitive corporate materials. Last but not least, seek a comprehensive suite of integrated tools with a highly adoptable user experience that’s backed by an industry-leading security team and award-winning support.
Still have questions about board management software provider selection? Resources like our buyer’s guide might be able to help.