The board management software became quite popular over a few last years. It is easy to use and can boost the performance of the company significantly. Although most of us have heard a lot about this technology, there still are nuances that need to be learned. Especially if you haven’t used the virtual board portal yet but you want to implement this application in your workflow.
As virtual boardrooms were created, the inconveniences and flaws of the paper-based meeting became more defined and obvious. Sure, many old-school businessmen would say that companies were holding such events for centuries and everything was fine. But the modern world brings more challenges to businesses making the management of the company much more complicated. Therefore, if there is a simple solution that eases and improves the workflow, why not try it?
Why not use a homegrown system?
The homegrown system is a set of applications that can help companies manage the board more efficiently. For example, it can be Dropbox used as a data storage, Asana used to track processes and Google Calendar for scheduling meetings. Great, if you manage to integrate all these apps so they work seamlessly together. But usually, they operate as separate programs. It creates some additional inconveniences. Directors can get confused with this set of solutions. Some might even forget about certain applications.
So, in the end, such systems may not only be useless for the board, they can even make things worse. That’s why more and more companies decide to implement the board portal software. This technology combines all tools the leading team needs making the management of the workflow as simple as possible. Also, providers of such solution offer an extensive support usually. It helps teams to adjust to the new technology faster and easier.
What are the benefits of using the board app?
First of all, this solution allows cutting costs significantly. Big companies usually have several offices that are located in different cities or even countries. When they need to hold a meeting of the leading team, directors have to travel to the event location to take part in it. If the business is using a board software, there is no need for leaders to spend time and money on traveling. They can take part in the meeting virtually – all the documents are in the electronic repository. Also, the virtual boardroom improves the communication between leaders. So even remote members of the team will be updated and won’t require additional explanations of the situation.
The improved communication also saves time during meetings. Everyone can keep track of processes between events in the virtual boardroom – directors can create tasks there so everybody stays updated on what’s going on. Also, the board of directors portal provides the team with convenient public and private chats. Members of the leadership can discuss matters there. And if a separate group of directors needs to talk privately – they can create a separate chat that won’t be visible to others. Chats have another useful feature that allows to tag documents in the message. So members of the team will only need to click on the file to review it instead of going to the electronic repository to find the needed document.
Overall, the virtual boardroom offers companies a lot of meeting management tools that will simplify and streamline processes. So the decision to implement this technology in the workflow of the leading team is will bring the company a lot of benefits.
What to consider switching to this software
So, you’ve made a decision to adopt a virtual boardroom and it is a big step towards better performance of your business. But you should be ready for some difficulties you might face during the implementation process. Since the software is packed with different features that need to be set up properly, it is easy to feel confused at some point. You might need someone to guide you and your team through this process.
The great news is that providers of virtual boardrooms usually have a support team that is available 24/7. So customers can reach it out for some help and get an extensive guidance. Sure, vendors also will provide you with a knowledge base where you can find a lot of articles and guides. Studying them you will understand how to go through all processes. But it is always nice and more comfortable to get some real human help instead of figuring things out by yourself.
You should be ready that the process of virtual boardroom implementation will take time and efforts. And even though it might feel too complicated and unnecessary, in the end, you will have a great tool that will boost the performance of your board.
How to choose a provider?
First of all, you need to define your needs and understand expectations. Also, you need to know how much money you can spend on this software. Once you have a list of requirements, you can start looking for a vendor. We advise you to do a complete research and look for genuine testimonials and unbiased reviews. Providers will write all their strength on their websites. Obviously, they won’t tell you about their flaws. So it’s better to look for opinions from third-parties.
Many vendors offer a free trial period. So it’s better to try the software that seems to fit your needs and budget. And if it will meet the requirement, in reality, you can be sure you invest money in the right instrument.
The virtual boardroom can be a real game-changer for businesses if it is utilized in the right way. So do your research and choose a convenient provider. Also, think about assigning the management of the board portal to someone. The maintenance takes time, and if you are not sure you will be able to do it properly, make an employee responsible for the management.