When shopping for a board portal, many organizations focus on the solutions themselves without looking much at the providers. This isn’t a good practice because non-functional requirements have as much an effect as functional requirements.
But how do you know which provider you should go for? This list of factors to consider may be of help:
Factors to consider in buying a board portal:
Providers will always claim they’re No. 1, but only testimonials you can verify matter in the long run. In this digital age, it’s easy to look for reviews from previous and current clients to see how much of a performer a provider is. For a more in-depth view of track records, you can ask for reference letters, case studies, and other forms of documentation.
Board meetings by nature are full of strategic decisions and confidential information, so any board portal your organization would use should be backed by stringent security. Some providers are more concerned with functionality, ensuring their solutions have all the useful features a director might need. That’s all right, as long as security is not sacrificed. At the very least, security measures should enable your organization to be compliant to laws and regulations.
Thanks to the internet, you no longer have to limit yourself to providers in your location and surrounding area. Outsourcing overseas is cheaper, and yet the service you get is still high-quality given the competitive nature of the board portal industry. Also, providers based abroad often have one or two employees based in key locations all over the world, so you’ll still be able to talk to a representative face-to-face.
You thoroughly screen the employees who work for your organization to ensure you get high-quality talent. It only makes perfect sense to want the same kind of quality for people who will work for you, even if via a third-party provider. So feel free to ask about the qualifications of the project managers, account managers, system engineers, and help desk support agents who will be assigned to your organization. Check to see if they have the necessary education, training, and certifications for the positions they fill.
Providers offer help desk support as part of their services, but they don’t use the same modes of communication. Telephone is the most popular mode, but your organization may want other channels such as email, live chat, or even a user community forum. Not all providers offer these options, so choose according to your needs.
Quick resolutions to issues are ideal especially when said issues can affect your organization’s resources the longer they go unresolved. Thus, the faster providers can deliver resolutions, the better it is for your organization. However, settle for a realistic expectation – otherwise, you’ll have a hard time looking for a provider who can cater to your demands.
Terms of service
How is your organization’s sensitive data handled? Who among the provider’s employees have access to it? What happens to it after the end of your subscription? What is the extent of the provider’s liability? These questions – plus a whole lot more – should be discussed in the terms of service. Carefully review the terms of different providers to find one with the most acceptable conditions.
Has your organization already chosen a board portal? If not, consider Azeus Convene, a highly secure and usable board portal for directors and administrators. It’s a product of Azeus Systems, an IT solutions provider with more than 20 years’ experience in successfully delivering IT solutions. Schedule a demo or request a free trial now.