What Is a Board Portal + How to Choose the Best One

Availability on mobile devices means that board members can be connected to their work even when they are out and about. They can access the portal whenever they need it. Using the video conferencing integration, directors can attend meetings when they cannot be there in person.

Board portals usually offer functionality to generate meeting minutes within the platform, using the agenda as a base. This makes the process more straightforward and faster, allowing you to distribute them whilst they are fresh in the memory. Board members can read, approve or suggest adjustments.

Add action items to the agenda or minutes, designate someone to complete them and set a deadline. You can also track the status of action items using a task manager to ensure the work is on target.

Use your board portal to collect legally binding digital signatures without directors having to be in the room. The portal also records all data relating to decision-making. This simplifies the retrieval of important information in the event of an audit.

Board members might not find themselves in the same room very often. However, they can connect in the cloud through board portal software. This way, they can collaborate on documents and the changes will update automatically in all users' profiles.

Board admins can schedule meetings, invite members and sync to their calendars within the portal. They can use an agenda builder to put together agenda items in minutes and prioritise the most pressing topics. There is also functionality to attach relevant documents to bring leadership teams up to speed.

Board portal solutions offer a layer of security by storing all documents in a central repository. Only those with access to a profile can access them on this secure platform and there is no chance of them being buried in email chains.

Better decisions and accountability

With better collaboration facilitated by a board portal comes better decision-making. Everyone arrives at the meeting with the benefit of having heard colleagues’ views on topics. They have been able to research them further to create robust counterarguments or uncover their validity. This preparation means that the board can take better-informed decisions for the benefit of the company.

This increased accountability drives the board to effect real change.

The administrative dashboard shows how often directors attend meetings. It also displays how many documents they open and other engagement figures. This helps to hold directors to account.

Improves your ESG rating

Both public and private companies are evermore aware of their obligations towards sustainability. Ridding the board meeting process of paper is a big step toward your environmental, social, and corporate governance (ESG) goals.

Board packs can be long, running into the tens, if not hundreds, of pages. Board meetings can use a lot of paper, especially if there are amendments to make and send out. A board portal eradicates this and distributes all board material digitally, in the cloud.

Improves compliance and record-keeping

Compliance is a key element of the board’s work. A board portal helps maintain the requirements for record-keeping, such as minutes. It also keeps corporate data, trade secrets and information on clients. This is essential as part of risk management.

A board portal maintains digital records of the meeting. This includes board meeting minutes, decisions, resolutions and more. In addition, the security protocols in place on the platform help you comply with strict data protection laws.

A leading board portal requires multi-factor authentication for logging in. It also allows you to adjust which profiles have access to which information and remotely wipe data if you need to.

Cost savings

Boards save money in terms of the time it takes both administrators and directors to prepare for meetings. In addition, a paperless approach reduces the cost of materials, printing and distribution.

Your portal offers multiple functions. It has its own cloud-based storage, video conferencing tool and minute-taking software, for example. This way, you save on separate subscriptions.

Meetings become shorter and more efficient. Improved decision-making helps increase revenue. Both count as cost savings from using a board portal.

Increase efficiency and productivity

A board portal reduces the time spent creating agenda items and minutes. It also reduces the time administrators spend creating documents like minutes. It is more efficient to upload documents to the cloud than. use the traditional paper process.

Directors can suggest changes. Board admins can action them immediately. This ensures that everyone works on the same, most accurate version of the information. This leads to more productive meetings. All attendees arrive ready for discussions, without having to spend time bringing colleagues up to speed.

Cyber threats

Locating all your sensitive board information within a platform can seem daunting. Some people worry about cyberattacks and other security risks. Most board portals use high-quality security protocols to protect their data. The board stays safe as it discusses and shares private business information. Check the security features of the board of directors portal before you sign up.

Training and skill development

A new tool that provides the functionality of a digital board portal will require users to undertake training. This can take place internally, using the literature provided by the company. In some cases, it can take time and require initial users to learn on the job and then trickle down their knowledge.

This is why it is advisable to take advantage of training packages offered by the board portal provider. They will have worked out the most effective way of imparting the information that new users need. This manner helps bring them up to speed as quickly as possible.

Technology infrastructure requirements

Directors and board administrators need to have compatible devices to use the board portal. It might require the company to provide these devices initially. Thankfully, most board portals work in the cloud and do not pose too many demands on the IT infrastructure of the business.

In addition, features such as an agenda builder are intuitive. They are easy to use within the meeting management software.

Transition and adoption hurdles

Some people do not like change and that can cause hurdles when encouraging adoption of the new portal. Transitioning from your current process can seem daunting too. You may fear it will be disruptive to the work of the board.

However, this is where you need to arm yourself with the multiple benefits of the tool you want to install. Demonstrate why it is in the best interest of the company. Most providers will also have a well-practised installation process in place. This minimises disruption and gets boards up and running in record time.

Go live with support

Our trainer and dedicated support team are there to help on an ongoing basis with any queries that you may have. It's as you start to realise the full potential of iBabs' board portal.

Training sessions

Schedule training sessions with our team. We help your team understand how to best use the portal's advanced features.

Data transition

Book in sessions with our expert trainers to move the data you need from your current system to your new iBabs platform.

Migration plan

We work with you to plot out the steps involved in a migration plan. We break the process down into manageable steps toward implementing the right solution for your board.