What is a Board Portal?

A board portal is an electronic workspace that lets directors and senior executives securely access board documents on any device. It provides functionalities for administrative staff to easily manage board meetings – from meeting preparation all the way to minutes distribution and tracking of actions and history. It is a digital solution that fully enables end-to-end meeting management for C-suite executives.



Board Portal Demo

Board portal

Who uses Board Portals?

Board portals are used by different kinds of organisations, most often by:

Large and medium enterprises
Large and medium enterprises
Educational institutions
Educational institutions
Non-profit organisations
Non-profit organisations
Professional organisations
Professional organisations
Federal and state governments
Federal and state governments
Government-owned and controlled corporations
Government-owned and controlled corporations
Financial institutions
Financial institutions
Intergovernmental organisations
Intergovernmental organisations

What are the Benefits of a Board Portal?

Board portals help organisations in many different ways, mainly through:

Benefits of a Board Portal - Prepare and Distribute Files

Prepare and Distribute Files Effortlessly

Make board meeting documents easier to collect, organise and distribute to all members of the board in the span of minutes

Make Pre-Meeting Annotations

Enable board members to review and annotate board packs prior to the meeting by improving ease of access

Benefits of a Board Portal - Make Annotations

Make Pre-Meeting Annotations

Enable board members to review and annotate board packs prior to the meeting by improving ease of access

Benefits of a Board Portal - Access Documents

Access Documents Anywhere

Provide access and allow board members to work on meeting material remotely whether online or offline on their preferred platform

Allow Seamless Real-Time Collaboration

Deliver real-time updates to board packs through powerful syncing features – updating documents as soon as the device is online

Benefits of a Board Portal - Allow Collaboration

Allow Seamless Real-Time Collaboration

Deliver real-time updates to board packs through powerful syncing features – updating documents as soon as the device is online

Benefits of a Board Portal - Maximise Security

Maximise Security and Control

Ensure a secure environment – including a centralised storage – to collaborate on an organisation’s most sensitive information with different access and permission levels

Enhance Corporate Social Responsibility

Help companies to achieve corporate sustainability and carbon reduction targets

Benefits of a Board Portal - Enhance CSR

Enhance Corporate Social Responsibility

Help companies to achieve corporate sustainability and carbon reduction targets

However, the use of board portals isn’t just limited to big organisations. Many small organisations feel the need to adopt the solution because of the nature of their boards’ operation. This leads us to a pertinent question:

How Do You Know When Your Organisation Needs a Board Portal?

Many different factors could initiate the need for more streamlined and secured board communication. The following are just some indicators that it may be time for your organisation to implement a board portal solution:

Costly board packs

Your board packs are costly and preparations take too much of your organisation’s time

  • Board packs can go up to hundreds of pages
  • Redistribution and revision control with printed board packs are a hassle
  • Printing costs on a yearly basis are considerably large
Unsecured communications

Your board communications rely on unsecured and paper-based processes

  • Unsecured communications are done through mailed board packs or emailed through untested and often easily penetrable servers
  • No centralised file storage specific to highly-sensitive documents
  • Paper-based board packs are easy to lose often resulting in security vulnerabilities and even breaches
Conflicting schedules

Your board members often fly all over the world and now feel the need to meet remotely

  • Conflicting schedules can hinder board members from meeting when they need to the most
  • Most executives have more than one organisation to manage, often needing more flexible options
  • Globalisation has driven organisations such as yours to make bigger strides at a faster rate – urging boards to maximise efficiency through every way possible

Essential Features of the Right Board Portal

Given the dependence of directors and secretaries alike on board portals, it is important that the chosen solution will be able to satisfy the vast requirements of any given company. As such, executives must be on the lookout out for the right technology for their organisation by ensuring that the following features are available in their chosen solution:

Strong Security System - Essential Features of the Right Board Portal

Strong Security System

Considering that top management deals with confidential information on a regular basis, the need to identify a secure platform is a high priority. The board portal system must adhere to security standards and must be able to fend off breaches in the network. Data protection at all levels – from user authentication and document encryption to access right control and automatic purging for lost devices – must be available.

Streamlined Meeting Management - Essential Features of the Right Board Portal

Streamlined Meeting Management

The board portal must be able to streamline the pre-meeting preparation to post-meeting document distribution. To make it a worthwhile investment for an organisation, secretaries and directors alike must clearly benefit from this solution.

Easy-to-Use Collaborative Tools and Interface - Essential Features of the Right Board Portal

Easy-to-Use Collaborative Tools and Interface

The board portal must live up to its name and must be an efficient way of collaborating in and out of the boardroom. It must be able to support numerous activities such as assigning and tracking action items, voting, presenting, and signing using e-signature among others.

Diversified Hosting Options - Essential Features of the Right Board Portal

Diversified Hosting Options

Given the varying levels of requirements of industries, a board portal must be able to adapt to the business needs of every organisation. As such, there should be an ample amount of flexibility in selecting hosting options without compromising security.

Omni-Platform Compatibility - Essential Features of the Right Board Portal

Omni-Platform Compatibility

The integration of technology in company policies has resulted in an explosion in the use of mobile devices in the workplace. Initiatives such as the Bring Your Own Device have encouraged employees to use their personal gadgets for business-related matters. Having said this, the board portal must work on a user’s preferred device – whether it may be Apple, Android or Windows.

Download White Paper

A Comprehensive Guide to Board Portals

This whitepaper outlines relevant information pertaining to board portals including:

White paper
  • Brief history of board portals
  • Essential features of a board portal
  • Key criteria for board portal selection
  • Going beyond the boardroom

Azeus Convene as a Board Portal

  • Azeus Convene as a Board Portal - Meeting Tools

    Use Powerful Meeting Tools

    Users can add private or shared annotations, assign and track actions, present using laser pointer, and control other devices using Azeus Convene’s real-time synchronised views

  • Azeus Convene as a Board Portal - Collaboration

    Allow Seamless Collaboration

    Board members can easily vote on resolutions, review documents, sign documents by e-signature, complete surveys, and answer questionnaires

  • Azeus Convene as a Board Portal - Access Documents

    Access Documents Anytime and Anywhere

    With Azeus Convene, users can access files anywhere – with or without internet access – on your preferred device. Everyone instantly gets the latest documents and meeting updates

  • Azeus Convene as a Board Portal - Interface

    Enjoy an Easy and Intuitive Interface

    Through Azeus Convene’s highly usable and intuitive interface, users can learn to navigate through the application in as fast as 30 minutes

  • Azeus Convene as a Board Portal - Security

    Maximise Security and Control

    Data is kept safe with Azeus Convene’s 256-bit AES encryption, access rights, remote wipe for lost devices, and many other security features

We don’t tell you how to run your meetings. We enable them.

Azeus Convene is a board portal solution built by putting your needs first.

It adapts to your working style, not the other way around. That means you can keep using your device without having to re-learn entirely new processes. Check out our video to learn more.

Experience Azeus Convene

Learn how Azeus Convene can give you a great meeting experience - no matter where you are or what platform you use.

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