Paperless Board Meeting: Are You Forgetting These 4 Things?

by Alexandrea Roman on February 25, 2014 and last updated on September 26, 2016

So your company has finally decided to give the paperless meeting a try. Congratulations! But now that paper is out, what will your corporate board need to make sure everything works smoothly?

Mobile Devices

Directors will need smartphones or tablets to participate in virtual collaborative sessions and attend remote board meetings. Because mobile devices will replace both the boardroom and the board pack, directors will have the capability to access documents and join meetings from anywhere. Thanks to the growing trend of BYOD (Bring Your Own Device), they can choose between the iPad and Android.

Board Portal Solution

The corporate board will need software to digitize the whole meeting process, so this is where the board portal comes in. From sending out invitations to archiving meeting minutes, board portal solutions ensure that the process is transparent every step of the way, thus improving corporate governance. It’s for this reason that a board portal solution can often serve as corporate governance software at the same time.

Internet Connection

The Internet connects everyone around the world, and your directors are no exception. To ensure that directors can access documents and attend meetings from anywhere at any given time, a reliable and secure internet connection is necessary. Though most board portal solutions offer offline access to saved files, directors will need the Internet for real-time communication with fellow directors.

IT Support

The IT department will play a bigger support role — perhaps more than ever. Change is never easy, especially when it involves the transfer to a new technology. Directors will need the guidance and training from their IT department, and also from their board portal vendor. Luckily, there are vendors who offer post-delivery support to ensure the transition is as smooth as it can possibly be.

What else do you think a company needs when going paperless? Let us know in the comment section.

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About Alexandrea Roman

Alexandrea is a social media specialist and blogger for Convene.

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