board software communication

Board Software Communication Vs. Emailing Board Documents

These days, most boards are making the choice to go paperless. While some opt for centralized communication through the use of board software, others have simply stuck to email for their needs.

In fact, according to a 2014 Thomson-Reuters study, approximately 43% of boards were still emailing their sensitive board documents.

While email prevents added costs to board operations, it also poses many potential downfalls and risks.

Email isn’t secure.

You’ve seen the headlines. Email hacks are a dime a dozen these days. Not long ago, we wrote a blog about the infamous Salesforce leak, which originated with an email from Colin Powell.

Because they sent their board documents via email, their hypothetical plans for 14 different company acquisitions became public knowledge.

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board management software

5 Benefits of Adopting Board Management Software

As technology has increased the speed of communication, it has also raised expectations for boards of directors to conduct their business differently. With the rise of cloud technology and digital access to important documents, boards cannot only rely on printed board packets before meetings to stay up to date.

As more and more boards of directors realize the challenges of keeping information updated and accessible, they have turned to board management software to streamline administrative work and help board members find information more easily.

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How to Run Effective Remote Board Meetings

Effective Remote Board Meetings

Ideally, every member of your board can be present at each meeting you schedule. Real world responsibilities often get in the way of that goal, though.

Many directors serve on multiple boards, travel for work, or run companies of their own.

In some instances, joining a meeting remotely is the best that can be done. So how do you maximize the experience in order to get the most effective results from remote board meetings?

First, double-check your local laws regarding remote board meetings

Most states in the U.S. allow the practice as long as all members of the board can hear everything that is spoken and respond in real-time.
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The Value of Simple Board Meeting Software

The Internet is chock-full of articles about simplifying your life. You’ll find essays about how de-cluttering your desk helps “de-clutter” your mind. You’ll read pitches for minimalistic approaches to everything: home design, graphic design, software design, and more.
simple board meeting software

And you’re bound to come across a list (or twenty) of steps you can take to streamline your day in order to buy more time.

The people writing these articles must be on to something, right? It makes sense that simplifying your life would lead to less stress and more time for you to live in the moment.

So how does that roll over into your business practices? And more specifically, how can you live more simply as an executive who serves on a board of directors?

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Four Benefits of a Digital Board Packet

Board software helps your organization avoid printing out and assembling hundreds of pages of documents by creating a live, digital board packet. But how exactly will your meetings and meeting prep benefit from that newly formed, online packet?
Devices

The board packet doesn’t have to be uploaded as a single document

One of the difficulties of creating a board packet is that its sections often come from various members of an organization.

Because of that, it can be a long and tedious process to organize those sections into a single document. With board software, you can add documents piece by piece while associating each document with a particular agenda item.

As you upload documents to the software, they are automatically converted into pdf format and are merged into the board packet as a whole. You can also adjust where it appears in the packet simply by rearranging the agenda.

You can add digital notes and annotations

Whether you’re taking notes before a meeting or jotting down some next step plans during a meeting, we know that board members need to be able to interact with their board packet. Board software offers an easy-to-use notes feature that allows members to click anywhere on the board packet and add a note—either by typing it post-it-note style or by using drawing on their touchscreen.

These notes are easy to access at a later date and are especially helpful for members who want to remember particular questions or comments. There’s also typically a highlighter tool to help members make important items stand out.

You can search for specific information and change pages easily

Navigating the board packet is an intuitive process. Using the search tool, you can search for a specific word or phrase that appears any where within the board packet. This simplifies the navigation of multiple pages of documents by helping members get to exactly what they’re looking for in the blink of an eye.

Not to mention, you can move between pages using several different tools: by using the page slider, by selecting an agenda item, or simply by flipping to the next page.

You can access old board packets any time

Let’s say that you’re sitting in a board meeting and you want to access the reports from a meeting that happened three months ago. Unless you like to lug around lots of paper, you probably don’t have immediate access to that information.

Digital board packets are saved perpetually, unless an administrator on your account decides otherwise. In other words, board software gives you immediate access to old documents any time you’re logged into your account.

You can compare data or meeting notes from three months ago with the new, updated information in a matter easily.

Board portal software is changing the way boards operate by making the board packet a more accessible and efficient document.

Schedule a demo with us today to learn more about how Directorpoint can streamline board meeting preparation, and increase member engagement.

Board Software: How Much Money Can You Save?

Money Growth. Flat design illustration. Business person watering money tree

Going “green” is good for the environment, but it can also be good for your organization’s bottom line. When it comes to purchasing a board software, most organizations are quick to ask, “How much will this cost us?”

However, they could (and should) be asking, “How much money will this help us save?”

Cost saved from using board software

Recent studies estimate the cost of a printed sheet of paper is about $.11 per page—including the cost of paper, toner, and equipment maintenance. If your average board book has 250 pages and is printed for 20 people at 12 times per year, that amounts to 60,000 sheets of paper.

If you translate that number into dollars, you’re looking at $6,600 annually. Costs for materials such as binders, tabs, shipping and/or hand delivery also add up over time, and many organizations have committees that meet frequently and are paper intensive, too.
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