Board portals are hubs for meeting management that are safe. They allow board members to concentrate more on governance and less time dealing with petty logistics. A well-designed board portal removes the expense of printing and distributing physical board materials.
Ideally, board papers should be distributed at least two to three days before the meeting so that directors can review them before the meeting. This gives the board time to consider and clarify the contents of each document prior to the meeting. This is also a good time to make sure that all directors are informed about any modifications made to the original report, as well as any new information that is included in an update.
Boards benefit from a full set of tools that allow them to efficiently prepare for and conduct meetings, as well as share files, collaborate with peers as well as committees and produce minutes after every meeting. Moreover they should be equipped to provide their members with one source of truth for the most up-to-date, accurate and complete material for their boards.
To get the most out of your portal, select a service provider that is able to work directly with your IT department and takes into account the security needs of your company. Make sure that the software you choose is ISO 27001 compliant, with encryption during transport and at rest and an extensive control over access and authentication. It should also provide 24/7 support via an in-house team of specialists. It is also crucial to confirm that the board portal vendor is regularly subject to external audits and penetration tests.
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