Reduce costs, improve efficiency, increase security, and ensure good corporate governance using board portal software.
A board portal is an electronic workspace that lets directors securely access board materials, past and present, and provides functions for administrative staff to easily prepare for board meetings.
For more details about our own board portal solution, Azeus Convene, visit our product page.
You know what a board portal is, but there’s still so much about it that’s worth learning, especially if your organization plans to move to one soon.
Do you know why many organizations are opting to use a board portal? It’s because in a side-by-side comparison, a board portal makes all the flaws of a paper-based meeting more obvious than ever. Yes, we’ve been holding paper-based meetings for centuries, but with a better option out there, it’s time to make a change.
There’s an interesting history behind board portals that not only makes for an interesting read, but will also give you a deeper understanding of corporate governance and its role in an organization.
Read on to find out more!
Some directors and corporate secretaries may want to try out a homegrown system first before entrusting a third-party board portal vendor with their board meetings’ confidential documents. It’s a reasonable consideration in theory, but it’s much more difficult to execute in reality.
To create a homegrown system, you need to use different solutions, integrate them into one, and make sure every aspect is compatible with each other. For example, you can use email for sending out invitations, WebEx to facilitate online meetings, Evernote for taking down notes, Penultimate for making annotations, and Dropbox for storing files. But does this look like a laundry list of solutions to you? Because it is, and it still doesn’t cover other things you’ll need like enterprise-grade security and all-around support. Your IT department can only do so much, after all. So that’s another question that begs to be answered: Can your IT department handle the added responsibility of managing a homegrown system and its parts?
A homegrown system has a tendency to be too inconvenient or worse, inadequate to address all the business needs of your corporate board. The better option is a turnkey solution in the form of a full-featured board portal – a complete service ready for immediate use. As long as you choose a reliable board portal vendor as your provider, then you can be assured you’ll get an effective solution – and the necessary support – that your corporate board can easily adapt.
Many organizations opt to use a board portal to cut their overhead costs, but that’s not the only benefit they get when they choose to go paperless.
Other benefits of a board portal include streamlined and automated meeting processes, real-time dissemination of information, efficient agenda creation, facilitation of remote meetings and virtual collaboration, digitised documentation of meeting files, and enterprise-grade security. In turn, these benefits contribute toward clearer communication channels and better sustainability practices within the organization.
The following articles explore these benefits in depth if you want to know more about what a board portal can do for your organization.
Making the choice to go paperless is one step. Implementing that decision, however, takes many intersecting processes, each of which has their own set of steps. It’s easy to get confused and overwhelmed with the things you need to do for your organization’s transition to a board portal if you go about it without guidance.
To make things a bit easier for you, here is a set of articles that should help you go over all important factors you need to consider when moving to a board portal, from convincing board members and comparing features, to choosing a hosting solution and managing security issues.
Though a board portal makes a big positive difference in how organizations manage their meetings, there's no escaping the fact that the transition stage can be challenging at times. Going paperless with a digital solution is not an overnight decision; rather, it’s a step-by-step process that calls for adjustment from people who have long been used to paper-based practices.
Given that, expect some things won’t go as perfectly as planned at the transition stage. But this doesn’t mean your organization can’t learn from the experiences of others to avoid big and costly mistakes. Arm yourself with knowledge beforehand so you’ll know how to handle common challenges once they come your way.
We do our best to give you updated and comprehensive information on board portals, but we would also like to share with you these other reference materials on the Internet that serve as supplement to what we provide here on our site.
If you’re still unsure about what you need to know when shopping for the best board portal for your organization, Great Boards’ board portal buying guide -- as well as CorpGov’s list of considerations – will help make the decision-making process easier for you. If security is your primary concern, you’ll find your questions answered by JournalOnline in their article on the very same topic. If you just want to know more about board portals from a different perspective aside from ours, then Bloomberg has that covered.
Out of all board portals in the market today, Convene is the most usable and versatile solution. It supports multiple platforms, but the intuitive user experience remains the same across all of them. Its useful features sound good on paper and work better in action. If that’s not enough, Convene is also competitively priced for its capabilities to give you the best value for your money.
But we don’t want you to simply take our word for it. We believe that your choice of a board portal for your organization should come from an informed decision, so we’re here to let you know about other options. We would like to invite you to check out other board portal vendors in the list below and compare their products and prices with ours.
Most board portal solutions have stringent security and a number of features to support the board, but Azeus Convene has considerable advantage on usability over all the other solutions. Ask for a quote or trial today.
Azeus Convene is our very own board portal solution. Why choose Azeus Convene?
Azeus Convene has many other features to improve boardroom productivity, security, and governance.