Board portals are hubs for meeting management that are secure. They allow board members to spend more time focused on governance and less time working on the details. A robust portal for board members eliminates the cost of printing and distribution of physical materials for boards.
Ideally, board documents are distributed two to three days prior to an event, so that directors can read them prior to the meeting. This gives the board time to talk about and understand the meaning of each paper before the meeting. This is also the ideal time to ensure that all directors are informed about any changes made to the initial report, or any other new information that is contained in an update.
Boards can benefit from a range of tools that permit them to effectively plan and conduct meetings, collaborate with colleagues and committees, and prepare minutes after each meeting. They should also be able offer their stakeholders an all-in-one source of accurate, complete and current materials for boards.
To achieve the best results with your portal, choose a vendor who is willing to work directly with your IT department and that takes into account the security requirements of your business. Ensure that the software you choose is ISO 27001 compliant, with encryption both in transit as well as at rest, and with an extensive control over access and authentication. It should also provide 24/7 support from an in-house specialist team. Check that the company that hosts your board portal is regularly subject to internal and external audits as well as penetration tests.
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