Developments in technology have led board members and corporate secretaries to look into solutions that compensate for their tedious work schedules. Amidst initial apprehensions, leaders are now starting to warm themselves to the idea that digitizing board books present significant benefits to their respective companies.
It has now become the norm for businesses – ranging from nonprofits to corporations – to adopt electronic board books for their meetings. The use of this type of boardroom technology to digitize and automate creation, distribution, and management of board books have helped improve efficiency and productivity in the work place.
Who Uses Electronic Board Books?
Electronic Board Books are used by several kinds of organizations, ranging from:
- Large-to-Medium Scale Firms
- Schools and Universities
- Non-Profit Organizations
- Professional Associations
- Local Public Institutions
- Federal and State Governments
- Government-Owned and Controlled Corporations
- Financial Institutions
- Intergovernmental Organizations
What are the Benefits of an Electronic Board Book?
Having an electronic board book gives numerous advantages to your respective organizations. Here are some examples of how your board can benefit from your electronic board book:
Streamlined Process
Corporate secretaries and administrators face the burden of having to manually collect, print, and distribute meeting materials to members of the board who work from different locations around the world. It takes a lot of effort just to gather and prepare everything you need for a meeting.
With the development of an electronic board book, preparation and management of meetings are made easier. Secretaries and administrators are now able to compile and disseminate documents quicker, which allows them to pour time and effort over more important company matters.
Economical and Cost-Efficient Electronic Meetings
From doing traditional paper-based meetings, to switching to electronic board meetings with a digital board book enables many organizations to save significant amounts of money when conducting meetings. Since electronic board books eliminate the need for printing, companies are able to cut down on miscellaneous costs such as transportation, courier, accommodations, and many more.
Going electronic will allow organizations to cut-down on its expenses and their meeting preparation time, becoming more efficient in the long run.
Immediate Access to Meeting Files and Documents
Meeting files have become more accessible because of electronic board books. With the use of laptops, tablets, and mobile devices, board directors are able to review important documents and jot down notes online or offline anytime and anywhere.
Environmental Responsibility
Electronic board books enable organizations to become more environmentally-responsible. Because it eliminates the need for printing paper, it is able to reduce carbon footprint which is harmful to the environment. By lessening paper consumption in the board room, companies are able to achieve sustainability targets.
For Directors and Executives
Using an electronic board book presents several benefits for directors and executives of an organization.
All-inclusive Electronic Board Book Tools
Directors and executives are able to create annotations on documents, assign and track action items, and participate in making decisions on resolutions.
Collaborate with Participants in Real-Time
Board directors are able to share annotations and give updates instantly with other meeting participants with the electronic board book.
Live Meeting Capabilities
Executives can engage more with participants with an electronic board book that comes with a meeting system that has live-presentation tools such as the laser pointer and page synchronization. They also will have the ability to control the meeting with permission-based settings.
Remote Access of Confidential Files
Board members have the ability to review and annotate documents remotely anytime – with or without internet access.
Enterprise-Grade Security
Board books like Convene, gives the highest security standards with SSAE16 and ISO 27001 certifications. With other features such as multi-factor authentication and remote wipe, confidential information is strongly protected.
For Administrators and Secretaries
Corporate secretaries and board administrators will be able to full their duties, while streamlining their board meeting processes and tasks using an electronic board book such as Convene.
Simple and Efficient Meeting Preparation
Schedule meetings, create an agenda, and generate notify participants with the board books’ main web portal.
Faster Distribution of Documents
Important documents and resolutions are disseminated more quickly to meeting participants when uploaded in the electronic board book.
Manage Meeting Minutes Quickly
Meeting minutes are automatically generated for easy review. No need to gather and summarize notes, action items, and decision points.
Authorize Access to Confidential Files
Board administrators are able to control and manage permissions on who can view, download, and edit confidential files stored within the electronic board book.
Monitor User Activity
Track each user’s behavior such as log-in attempts, accessed documents, and attended meetings with an audit trail.
Convene as Your Electronic Board Book
Convene is an intuitive and collaborative electronic board book trusted by numerous Fortune 500 companies, that helps digitize the boardroom and improve board of directors meetings.
Contact us to learn more how our electronic board book and accompanying electronic meeting software can help your organization.
Nina is a Digital Marketing Manager of the global marketing team at Convene. She has profound knowledge of the growing trends within the board management software market. With her ample experience in marketing and corporate solutions, she authors in-depth articles that teach companies about the features and benefits of board portals.
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