Board Portal Processes

Board Portal Processes

The board portal software operates in three main areas:

  • Meeting preparation
  • In-meeting processes
  • Post-meeting processes

Preparation for Board Meetings

These activities are usually carried out by the company secretary, often starting a long time before the actual meeting. They include:

  • Scheduling meetings
  • Adding dates to calendars
  • Preparation of the agenda
  • Structuring and linking of supporting documents
  • Review of the agenda by stakeholders
  • Announcing upcoming meeting
  • Publishing agenda revisions
  • Other processes like booking board rooms, arranging seating and ordering digital presentation devices and refreshments.

Preparation of Meeting Documents

Of all the above tasks, an effective board portal can save the most time and effort by making the agenda build process more efficient.

Board packs are built by the company secretary from disparate documents, that arrive sporadically from far and wide within the organisation. These documents often need to be prepared for the board meeting by over-scheduled executives who juggle many other responsibilities. As a result, the execs sometimes have to be pushed and badgered by the company secretary to complete their submissions in time for inclusion into the board packs.

Adding to the frustrations and delays faced by the company secretary are the routes used to submit board docs. They flow in via email, Slack, Dropbox, Google Drive, WhatsApp and courier. Arriving in a multitude of formats, in various Microsoft Office formats, as PDFs and even as images and scans in a plethora of graphic file types.

Many of these documents, which are set for inclusion into the pack have to be reviewed and approved by the company chairman or other members of the C-Suite. This adds further delays and friction to the compilation process.

Review of the Proposed Agenda

Approved documents have to be fitted into the meeting agenda, the structuring of which is traditionally handled by the chairman/chairwoman.

The chairman then works then together with the company secretary, who usually has a deep knowledge of the organisation and can assist the chairman in structuring the meeting agenda.

This to-and-fro process was handled in the past via phone and email. A modern board portal can simplify agenda finalisation by providing a collaborative space for meeting stakeholders to work together on the agenda items. Board Cloud provides a leading edge active meeting surface that allows for multiple users to work together on the agenda.

In-Board Meeting Processes

The board portal serves as the backbone of a well governed, complaint meeting of the company directors.

The meeting agenda is a shared document that guides the meeting. In some ways, presentation of the agenda is the ultimate goal of a board portal. It is here, on the agenda view of a board meeting that the directors can get to grips with the issues and opportunities facing the organisation.

Thus a

After Board Meeting Processes

Events post-meetings are one of the most ungoverned and untracked areas of board meetings in general.

It is human nature to focus on upcoming events and for past activities to recede in importance. This also happens after board meetings. A board portal will greatly reduce this by delivering minutes in a timely fashion as well enabling tracking of tasks.