Tips to develop a more efficient planning process with board meeting management software

If your board is struggling to streamline its meeting preparation process and make meetings more efficient, a digital tool will do most of the work for you with no effort at all. Board portals automate many processes, make it easier for you to communicate with your colleagues, and provide data security in the digital space. In this article, we’ll look at a few tips for using a whiteboard portal that your board can use to improve your meeting preparation process.

Simplify your planning by centralizing it

One of the most common board problems during meeting preparation is the difficulty of determining a meeting date and distributing information to board members. Often, due to inattention or forgetfulness, or an inappropriate messaging platform, meeting location and date notices and other attachments can get lost, forgotten, and so on. This leads to severe disruptions in organization and scheduling logistics, and if this problem is familiar to you, you should use board portals.

The software simplifies your meeting planning because it provides centralized access to all information for all participants. In addition, by using a calendar, you provide visibility of all board activities. In summary, this is handy as it allows attendees to see meeting plans and receive automatic notifications if something has been changed or updated.

Automate agenda creation

A plan is a key to a productive meeting if written correctly. The best agendas are clear, organized, and allow time to discuss each item. However, to achieve this result, the secretary and CEO spend a great deal of time in preparation. An automated agenda creation process is one of the best benefits of board management software. The programs use ready-made templates to organize the document and allow you to insert links to other documents for review, so you don’t have to waste your colleagues’ time looking for them. This is guaranteed to create a plan faster and send it to other attendees ahead of time for their improved preparation.

Optimize the sharing of the meeting packet

The list of documents needed to prepare for a meeting is extensive, so training and sending them out can be a daunting process. Once you’ve assembled the necessary package of documents, use one-click uploading, aggregation, and distribution. Also, if you suddenly need to update a copy after it has been submitted, you can easily do so because document versions are synchronized. As a result, your colleagues will always have up-to-date information.

In addition, board meeting management software makes data transfer several times more secure, as it uses data encryption and provides security certificates. A paperless meeting is cleaner and more organized, as the risk of forgetting to damage or not reading a document is much lower.

Centralize access to all materials

Upload all relevant documents, including reports and past meeting data, to the board portal space to make it easier for participants to access the information they need. Programs have an intelligent search feature that allows you to search for relevant material by one or two keywords. However, not all documents can be exposed to the public because this can lead to data leaks. That’s why board portals offer a solution like permission control. This feature will allow you to set permissions to documents based on the responsibilities of other members. In addition, if you lose the device through which you were logging into the space, the administrator can remotely lock and erase the data from that device so that it does not fall into the wrong hands.