What Your Board Book Software Says About Your Organisation

by Alexandrea Roman on June 26, 2014 and last updated on September 24, 2018

When it comes to choosing a board book software, organisations have four options: paper, homegrown system, third-party tools, and board portal software.

You may not realise it, but your choice of a board book software says a lot about your organisation, particularly about its attitude toward technology and its priorities. Does your organisation send the message you want it to send? Read on to find out.

Delayed: Paper

Organisations that still choose to use paper for their board meetings are seen as traditional. In certain situations, sticking to tradition is a positive thing, but not in this case. When it comes to technology, failure to adapt with the changing times can be perceived as closed-mindedness toward innovation. Think about it: How can organisations come up with their own innovative ideas if they refuse to try out new advancements? A little bit of risk is needed for disruptive thinking, after all. Otherwise, they may end up lagging behind their more technology-oriented competitors.

Also, organisations that still use paper show a gaping vulnerability in their approach to security. Paper documents are prone to being misplaced or stolen, putting confidential information at far more risk than is necessary. To stakeholders, this isn’t reassuring news. They want an organisation that they can trust to take care of their private data, and a reliance on paper is not good way to build that trust.

To environmentalists, this isn’t a good thing, either. Organisations are expected to switch to sustainable processes as part of their responsibility to the communities they belong in, but using paper goes against the very idea of sustainability.

Distracted: Homegrown system

On the opposite side of the spectrum are organisations that have not only gotten rid of paper in favor of going digital, but have even built their own software from scratch.

At first glance, a homegrown system seems to be the most ideal option — and in some ways, it is. As a board book software designed specifically for an organisation, a homegrown system is customised to address exact needs, allowing users more freedom and flexibility. But the tradeoff here is that a homegrown system requires investment on equipment, people, and other resources. Aside from the initial expenses it incurs, it also needs regular maintenance: Servers should always be up and running, and IT staff should always be available to provide support.

Not all organisations can afford to invest in a homegrown system, so to go for this option is not a possibility for everybody. Organisations pushing for a homegrown system on a limited budget will find it challenging to keep up with the demands of maintaining one. From an outsider’s point of view, this is not an encouraging thing to see. Stakeholders would rather have organisations focus on their core business and not distracted by auxiliary activities; to do otherwise is deemed to be a sign of lack of focus or direction.

Disorganised: Individual tools

For organisations that don’t want to use paper but don’t have the patience or capacity to start a homegrown system, another option is to pick individual tools independent of each other and make them work together as one integrated system.

In theory, this works well, but in reality, compatibility issues can be a major challenge. The IT department doesn’t have to create a board book software from scratch, but they still have to combine different digital tools, each one with its own set of specifications and limitations. Making all components fit together won’t be an easy feat. There’s only so much the IT department can do if a note-taking tool works exclusively on iOS while the presentation software works on Android and nothing else.

And again, how will this come across to stakeholders? It gives an impression of disorganisation. It doesn’t look good to hold a meeting and make participants download different tools and set up accounts for each one. It will leave people feeling frustrated and wishing for a simple, seamless board book software to improve the process.

Developed: Board portal software

The last option for a board book software is the board portal software. And just like with the other options, there are downsides for choosing this particular one. Perhaps, the biggest question is that of price: How much are integrated solutions created by third-party vendors? Next comes security: Can organisations trust third-party vendors with their private data?

These are legitimate concerns — and organisations have every right to voice them out — but they’re also based on misconceptions. The first misconception is that third-party vendors all offer pricey products and services. In reality, the market showcases a variety of board portal software for different budget ranges, including comprehensive solutions tagged with competitive prices.

The second misconception is that third-party vendors automatically get rights to their clients’ database information. The terms and conditions of third-party vendors differ, but most state that clients retain all rights to their data, and that the vendors don’t have access to it.

Now that the budget question and security issue have been cleared up, it’s easier to see why adopting board portal software as a board book software is the most practical option out of all four. Compared to paper, it’s more secure; compared to homegrown systems, it’s more affordable and practical; and compared to individual tools, it’s more organised and streamlined. To stakeholders, organisations opting for board portal software are sending the right message about risk: They’re open-minded enough to try out new technology, but they’re doing so in a way that it doesn’t affect their core business or eat up their budget. How so? Organisations will not have to spend on equipment because they’ll be spending on licences or subscriptions instead, IT teams will not have to provide product support and maintenance because the vendor takes care of that aspect, and users will not have to learn more than one tool because the software itself is suite of solutions integrated into one system. It’s just the right kind of balance, which is the ideal attitude toward new technology.


Are you happy with the impression your organisation gives off with its board book software? If you aren’t, you can always switch to board portal software like Convene, a highly usable and efficient multi-platform solution that works on iOS and Android devices. We can have it up and running for you in hours, not days or weeks. But to see it in action and experience its usability firsthand, try Convene.

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About Alexandrea Roman

Alexandrea is a social media specialist and blogger for Convene.

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