Analysis: New Board Portal Features to Help Company Secretaries Improve Board Meetings

Jun 9, 2023


The use of technology in board meetings is becoming increasingly important. A recent study by Deloitte states that boards are moving towards a multi-avenue approach which involves adopting new technologies at the board level and having board level as well as management level sub-committees which balance corporate governance with technology for optimal board effectiveness and to comply with the latest corporate governance as well as technology trends. An element of the latest trends in technology for board meetings reflects in the adoption of the robust board portal software solution – Dess Digital Meetings. In the digital age, board meetings have evolved from traditional face-to-face gatherings to virtual collaborations. To facilitate seamless communication, efficient decision-making, and enhanced productivity, organizations are increasingly turning to board meeting software. These software solutions offer a range of features designed to optimize board meetings and drive successful outcomes. In this article, we will explore the ten must-have features in a board meeting software for productive meetings in 2023.

Seamless Meeting Preparation:

In the world of running big corporations, effective decision-making in tight deadlines leads to wide scale success. Companies that don’t switch to Board Meetings Software and use Automatic Agenda Preparation cannot compete with the ones that do. Efficiency is the next key factor. Efficient meeting preparation is crucial for productive board meetings. The software should enable easy creation and distribution of meeting agendas, minutes, and supporting documents. Features such as Automatic Boardbook Preparation, Document Sharing, Assigning Action Items with a maker-checker system help streamline the preparation process, allowing board members to access and review relevant materials before the meeting. It also gives Company Secretaries a robust tool that avoids all manual work. Company processes can also be integrated into existing Board meetings softwares.

Virtual Meeting Capabilities:

Managing the schedule of Board Members is a hectic task. With a Board Meetings Software the need to be physically present for the meeting is diminished. Board of Directors can effortlessly join and provide inputs using a Board Portal Software. Board Meeting Softwares even have tools like Attendance and Attendance Reporting that enables the Company Secretary to easily track attendance. With geographically dispersed board members and the rise of remote work, virtual meeting capabilities have become essential. Board Meetings Software also integrates with Video Conferencing tools that are reliable and user-friendly, allowing board members greater ease of use. Features such as screen sharing, interactive presentations, and virtual whiteboarding facilitate seamless collaboration and engagement during virtual meetings.

Collaborative Annotation and Note-Taking:

The Board of Directors should be able to annotate and make comments in the Boardbook, enabling visual based discussions like in-person meetings. Effective collaboration during board meetings requires the ability to annotate documents and take notes in real-time. A board meeting software should offer intuitive annotation tools that allow participants to highlight important points, add comments, and make annotations directly on shared documents. This feature promotes active engagement and ensures that discussions remain focused on key topics.

Voting and Decision-Making Capabilities:

Fast and effective Voting on important matters leads to quick, data driven decisions in the board meetings. Streamlining the voting and decision-making process is crucial for productive board meetings. The software should provide a secure and efficient platform for conducting electronic voting, enabling board members to cast their votes remotely or during virtual meetings. It should also offer features to track voting results, ensuring accurate decision-making and accountability.

Task and Action Item Management:

Effective task management is essential for ensuring follow-through on decisions made during board meetings. The software should have built-in task management features that allow board members to assign tasks, set deadlines, track progress, and receive automated reminders. This feature promotes accountability and helps ensure that action items are implemented effectively.

A maker-checker system ensures that approval hierarchy is established and the documents are approved by all members. Follow ups and suggestions can also be integrated in this feature.

Document Collaboration and Version Control:

Version control is extremely difficult to be handled on email. An effective Board Meetings Software is better equipped to deal with multiple files and versions. The room for human error can lead to wrong documents being passed around, miscommunication, etc. Collaboration on board-related documents often involves multiple revisions and updates. The software should provide robust document collaboration capabilities, allowing board members to work on documents simultaneously, track changes, and view document history. Version control features ensure that the most up-to-date version of documents is accessible, eliminating confusion and minimizing errors.

Integration with Productivity Tools:

Seamless integration with popular productivity tools enhances the efficiency and productivity of board meetings. The software should integrate with calendar applications, email platforms, and project management tools, enabling board members to sync meeting schedules, receive notifications, and manage tasks seamlessly. This integration streamlines workflows and eliminates the need for manual coordination.

Secure Data Storage and Archiving:

To maintain compliance and ensure easy access to historical meeting records, the software should offer secure data storage and archiving capabilities. It should provide a centralized repository for storing meeting documents, agendas, minutes, and other relevant materials. Advanced search functionality and robust data archiving features facilitate easy retrieval of past meeting records.

User-Friendly Interface and Mobile Accessibility:

A user-friendly interface is essential for seamless adoption and engagement. The software should have an intuitive and visually appealing interface, making it easy for board members to navigate and use the software effectively. Additionally, it should be accessible across various devices, including desktops, laptops, tablets, and smartphones, allowing board members to access meeting materials and participate in discussions on the go.

By incorporating these ten must-have features into a board meeting software, organizations can significantly enhance the productivity and effectiveness of their board meetings in 2023. 

About Dess:

Dess Digital Meetings is the world’s easiest-to-use board portal software for paperless board and committee meetings. Leading organizations in over 25 countries prefer Dess as their choice for efficient and effective board management software.

Dess believes in enhancing the value of information globally by harnessing unstructured data to empower the right people at the right time using the right technology. With its group of highly competent and motivated people, it has implemented several first-of-its-kind solutions.

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In conclusion, a board meeting software equipped with these ten essential features can revolutionize the way organizations conduct their board meetings in 2023. From secure communication and seamless virtual meeting capabilities to collaboration tools and robust data management, these features empower boards to make well-informed decisions, drive strategic initiatives, and ensure effective corporate governance. By investing in a reliable and feature-rich board meeting software, organizations can unlock the potential for productive, efficient, and successful board meetings in the digital era.