It didn’t seem so long ago that it took weeks, if not months, to prepare for a board meeting. But now, thanks to the development of advanced technology, you can speed up and automate many repetitive planning and document generation tasks. By entrusting all the basic work to board portals, the board will be able to focus on more important issues. With a board portal solution, you can reduce the preparation process to a couple of days or even hours. In this article, we’ll look at exactly how a board portal can help you prepare for a meeting.
Let your board portal manages the chore
Time is the most valuable resource board members have when running a meeting. Much of the board’s work takes place behind the scenes, as the success of your meeting depends on the quality of planning, informing, and preparing attendees. Using board portals, you can automate and optimize many routine processes, and save not only time but also a lot of expenses on consumables, as digital documents do not require any additional design elements.
One of the most critical parts of preparing for a board meeting is creating the agenda and meeting minutes. With the help of ready-made templates and drag-and-drop functionality, you can easily generate new agenda items, attaching the necessary documents for review to each one. By sending the agenda to the public space, everyone will be notified when it is uploaded and guaranteed to be informed. If you need to edit the agenda, you will be able to do so in real-time, and notification of the change within the agenda will also be sent to all other participants. Authorized users of board portals will be able to access the space and its contents anytime, anywhere, and from any device, making it easy for them to prepare.
Easily collect, monitor, and send data
The secretary and executive director of the board are responsible for providing quality information to the rest of the attendees before the board meeting. In addition to the agenda, they must also provide board members with additional materials in the form of financial reports. The main problem at this point was that the chairman sends all of these documents the day before the meeting, a day or 12 hours before the meeting, when in fact, such data should be sent at least 72 hours before the meeting. Board portals make it easier to package and send documents because they provide smart search features that allow you to find all the documents with one or two keywords. By collecting and sending all the documents, they will instantly arrive at other users, and you don’t waste time delivering these data by mail as you used to, and you don’t risk security by sending them via email. Board portals take care of your security better than any other cloud tool.
Pay attention to your strategy
When you put almost all business in the hands of board portals, you have plenty of time to work on your strategy. Prepare For Meetings by discussing your strategic concerns with your executive team at least six weeks before the meeting. Form 3-5 key points that need to be addressed to improve your company’s strategy. Also, a useful practice would be to create a presentation as a visualization of your presentation. It can be short, up to 10 slides, but should illuminate all possible problems and ways to solve them, supported by financial or marketing statistics.