Board document management is a method of coordinating and sharing board documents and other materials equally prior to, during and after meetings. The goal is for the board members to be able to focus on governance, rather than lengthy manual processes and the updating of documents. Without an automated board management tool organizing and separating meeting-related information through various solutions such as email, couriers or Dropbox could be costly, time-consuming, and frustrating for directors.
A well-designed board management program can reduce these pain points as well as improve governance and communication, and increase the efficiency of your business. Board portal software, which includes features like digital voting, messaging, meeting minutes, and more can be automated for many aspects of Board of Directors meetings.
The right software will allow your team to create digital board books in a matter of minutes, not hours. You can import folders, use pre-saved templates or start from scratch and transfer the board to others in a single click. E-signature makes it easy to sign documents quickly and keep track of the status of documents instantly.
During meetings Board members can log in and immediately access all the documents related to the agenda items. This eliminates the need to email directors with links to different versions of the same file and ensures that all of your board’s most important information is accessible from anywhere. Directors are also able to access meeting files and other documents between meetings. This lets them keep abreast of the latest organizational developments and ensure that their book of directors is current.