Are you looking for the best board meeting software? But before you venture into that quest, there are certain considerations you need to meet on your own part. In this article, I will be revealing to you five important things you need to note before choosing a board of directors’ software for your company or organization.
Technology innovations have transformed the way we manage our businesses today. One such innovation in business is the use of board portal software, which both public and private businesses use for capital and business management. Every organization needs the right board meeting software in order to be able to conduct a virtual meeting successfully, and securely.
What is Board Meeting Software?
Board meeting software, also known as board portal software, is a single, secure, and collaborative tool that enables owners of businesses to plan paperless board meetings from start to finish.
This multipurpose tool enables an organization to plan meetings, and create an atmosphere that fosters effective teamwork, communication, and interaction. Using this board portal software, you can share agendas and other important papers through a board of directors portal, keep documents current so that members can have access to recent information, etc. Other features and beneficial functions can also be found while utilizing board meeting software.
The success of using this software explains why businesses (both small and large) are using this technology today. Now, let me show you five things you need to have in mind before choosing any of these software.
5 Tips for Choosing the Best Board Meeting Software
You should have a proper understanding of your business before choosing board meeting software. For instance, you should consider the aim, and size of your business, plus other important factors. Below are five recommendations that might guide you in making the right decision.
1. User Experience
One of the most important factors you need to consider when choosing a board meeting software is user experience. This entails the position of navigation buttons, a logical flow of events, the ability to modify templates, and lots more. User experience is important since your job should be as intelligent as possible with a paperless meeting solution.
The most current trend in the online space today is cybersecurity. Businesses are losing lots of money as a result of assaults and frauds, no thanks to online theft. So, before choosing board meeting software, you should make sure it offers data encryption. Currently, 128-bit encryption is the most used form. A full 256-bit encryption, which is the military standard, could be available in some cases.
Also read: Top 10 Countries with the best Cybersecurity
You should find out where your data will be kept. Data must be kept on a server rather than cloud where hackers can easily gain access to it. Do not forget to secure your SMS messages as well. You should consider choosing from vendors who regularly run penetration testing and upgrade their products.
3. Ease of Information Access
An ideal board meeting software should make it easy for you and other meeting attendees to get access to information. The aim of employing a paperless system is to replace the disorganized paper process with a more streamlined, orderly, and simple one.
Ability to search: documents must be easy to search, and navigate for board members. Also, members should be able to do so on any device they have. The best board meeting software should be optimized for desktop, tablet, and mobile devices. If the software you choose is just desktop-based, the aim of boosting meeting attendance would not be met.
Formatting suitable for printing: there will always be members who prefer to print copies of documents, even though creating a paperless workplace is one of the main reasons for choosing board portal software. This could be a result of different factors such as personal convenience or intolerance to prolonged screen use.
Offline accessibility: Also, you should consider if users can have access to content both online and offline.
Many virtual board meeting portal vendors include hidden fees that might come as a surprise to you. Below are some instances:
Aid in training: the important thing after purchasing software is to know how to use it. It is important to know if this training will be free or if a paid consultant will be needed. Many vendors often host webinars that teach how to use their platforms. However, some charges are frequently asked for.
Customer support: you should know what standard of services are offered. Will there be free or paid assistance?
Storage capacity: this aspect is very important if you are working with a lot of data. Subsequently, extra capacity is offered at a high price.
5. Support for Video Conferencing
The ability to visualize those who are actively participating in a meeting is very important. It is essential for achieving the legal obligation of quickly identifying individual participants. Video conferencing in a board meeting software is therefore incredibly beneficial for transparency. Also, being able to see one another is more intimate, and it is the closest thing to what physical encounters can offer.
Using board meeting software in business will simplify your job and make it more understandable for every board member. Having this in mind, it is important to choose the right software that meets all requirements that I have listed in this article. Follow my advice if you are looking for the perfect board portal software for your business.