What is a board portal?

A board portal is a secure digital environment for board directors to share confidential documents and information and execute governance duties. Designed with collaborative tools, it makes every step in your meeting cycle as seamless as possible.

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Your Meeting Cycle with Board Portal Software

Every board portal’s core functionality is to securely solve bottlenecks and redundancies in the board meeting process. Here’s what you can expect in implementing one.

Preview of a pre-meeting discussion using the Convene board portal tool

Pre-Meeting

  • Schedule and publish one- or multi-day meetings instantly
  • Build the agenda via drag-and-drop
  • Circulate meeting packs in one click
  • Access meeting documents and create private or shared annotations
  • Receive notifications on the latest updates on meeting packs
Preview of a during the meeting discussion using the Convene board portal tool

During Meeting

  • Join or start virtual meetings in a few clicks
  • Present in real-time using any device
  • Collaborate via video conferencing and other meeting tools
  • Vote, assign tasks, and sign documents within the app
  • Record live meeting minutes and notes
Preview of a post-meeting discussion using the Convene board portal tool

Post-Meeting

  • Send meeting summary instantly via email
  • Export minutes as PDF for distribution and record-keeping
  • Review and approve meeting packs and minutes
  • Track and monitor action items
  • Download meeting recordings and transcripts for documentation

What are the top benefits of using a board portal?

With its ultimate goal of enhancing the board meeting experience, board portal solutions are equipped to empower corporate governance.

  • Graphic illustration for centralized data access

    Centralized Data Access

    Everything your board members need — documents, crucial information, meeting tools — all in one platform. Using a single app paves way for efficient workflows and timely decisions.

  • Graphic illustration for increased meeting productivity

    Increased Meeting Productivity

    Spend less time preparing for meetings and stay focused on what should be discussed. Create board packs in just minutes and meet virtually. What’s more, boards can work anywhere and on the go.

  • Graphic illustration for a cost-efficient and paperless management

    Cost-Efficient and Paperless Management

    Save time and costs with a paperless board portal solution. No need to scour paper files for hours with dedicated tools for meetings and documents.

    Calculate your savings!

  • Graphic illustration for a stronger security

    Stronger Security

    Worry less about board security and compliance. Board portals are equipped with security features, such as permission-based access and data encryption, compliant with governance standards.

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  • Graphic illustration for a better governance

    Better Governance

    Ensure transparency and accountability at all times. Board directors can make informed and data-driven decisions promptly with dedicated board management tools.

  • Graphic illustration for a reduced cost

    Reduced Costs

    Say goodbye to unnecessary expenses with a cost-effective board portal software. Such a tool removes the need for separate apps to conduct voting, document review, and meetings — consolidating all you need in just one platform.

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The Top Features Your Board Portal Must Have

Maximize your investment by finding the best features that address your needs and perform beyond. To experience efficiency, collaboration, and better governance, look for these board portal features.

  • Conceptual icon about meeting scheduler

    Meeting Scheduler

    Invite participants and schedule one or recurring meetings with just a click. Collect RSVP responses to confirm meeting attendance.

  • Conceptual icon about agenda builder

    Agenda Builder

    Create your meeting agenda within minutes with its drag-and-drop feature for documents and agenda items.

  • Conceptual icon about video connferencing and integration

    Video Conferencing and Integrations

    Conduct seamless remote meetings with video conferencing capabilities within the board portal. No need to switch between apps.

  • Conceptual icon about live meeting tools

    Live Meeting Tools

    Present and review documents in meetings with Page Synchronisation, Laser Pointer tool, and Shared Annotations.

  • Conceptual icon about minutes taker

    Minutes Taker

    Take minutes before, during, and after the meeting. Action items, votes, and meeting notes are synced in real-time.

  • Conceptual icon about annotations

    Annotations

    Collaborate on documents offline or online with annotation tools. Share your ideas to selected people in real time or create private annotations for your personal notes.

  • Conceptual icon about voting and approval

    Voting and Approval

    Cast votes in and out of meetings and oversee all decisions in a dashboard. Review and sign off documents for approval.

  • Conceptual icon about digital signature

    Digital Signature

    Affix your signature and initials on documents instantly. Or sign with your preferred local signature provider for compliance.

  • Conceptual icon about document library

    Document Library

    Access and manage confidential data in a centralized hub within your board portal. Set permissions on who can access each file and folder.

  • Conceptual icon about task management

    Task Management

    Assign tasks and track the progress of action items throughout the meeting cycle.

  • Conceptual icon about dashboard

    Dashboard

    With just a glance, you’ll have a clear overview of your board responsibilities, ensuring you never miss an important deadline or meeting.

  • Conceptual icon about audit trail

    Audit Trail

    Enhance transparency and accountability by generating comprehensive audit reports that provide insights into meeting activities and information access.

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How to Choose the Right Board Portal for Your Organization?

Implementing new technology requires a thorough assessment of the capabilities you actually need and those of additional value. This will ensure that your digital investment is worth every penny.

So, what should you consider? Beyond a board portal’s benefits, you should also examine how the platform can support you and the reliability of the vendor available. Below are the key questions you should discuss with your board to determine the right platform for you.

  • Vector illustration of group remote meetings
    How can a board portal support the efficiency of meetings and board processes?

    The right software should promote collaboration and productivity throughout the meeting cycle. You need to ensure that the board portal is designed with easy-to-use tools that can hold secure and strategic discussions whenever and wherever your board members are. They should have immediate access to meeting documents and last-minute updates, so they’re ready to partake in fruitful discussions.

    Moreso, corporate secretaries can build agenda packs within minutes as every piece of information can be retrieved in a secure centralized repository. Minutes and action items can easily be communicated and tracked by assistants within a board portal.

  • Vector illustration of using the board portal tool
    Is the board portal easy for board members to use?

    For a platform to be adopted and embraced by the board, it should be accessible to members across multiple devices and browsers. Tools don’t have to be complicated. The goal is to provide better functionality without sacrificing convenience. Your directors must be able to navigate and annotate documents on a board portal the way they do with a hard copy.

    The right solution must offer intuitive tools accompanied by 24/7 product support and training for users.

  • Vector illustration of a man thinking strategically
    How secure should a board portal be?

    Security is one of the concerns of boards when going digital, due to data breaches and scams. A secure platform has state-of-the-art security features to protect your meetings and documents from hackers. These include document encryption, role-based access, auto purge, and device security.

    Look also for government-approved cloud hosting offerings, enterprise continuity measures, and industry-compliant data processing procedures, such as GDPR.

  • Vector illustration of a group discussion
    How is the service and support of the board portal provider?

    Is the vendor known in the board management space? Are existing clients satisfied with the service and support of the vendor? Beyond smart tools, a board portal is the better choice when its vendor provides tailored customer support at any time.

    Check also the vendor’s reviews, awards, and accreditations. These are key indicators of reliability and customer satisfaction. Azeus Convene, for instance, is a CMMI Level 5-accredited company with various awards from authorized review platforms like G2 and Capterra.

  • Vector illustration of a woman analyzing a data
    What is the return on investment with the board portal?

    Part of evaluating your choices is considering what value you can get from what you spend. Look for a solution that can ensure savings in time, paper costs, and even labor. Also, look into how it can support your goals. Can it boost operations for a more agile board? Will it ensure better decision-making and governance outcomes? Will this reduce paper consumption and support sustainability?

    The right software for your board should take you closer to achieving your corporate goals and success.

Get Started with Convene

See why organizations worldwide are making the switch to board portal for improved board governance. Convene has been rated the top board management software by several trusted sources of technology reviews.


Software Advice: Front Runners 2023
Capterra Shortlist 2023
Software Reviews Top Rated 2023
Badge for Software Reviews Champion 2023
GetApp Category Leaders 2023
G2 - Leader - Fall 2024