The board of trustees sits at the top of the management structure. Each board member and board member at large is tasked with providing high-level governance for the institution to ensure their decision-making processes are collaborative, efficient, and lead to positive results for all stakeholders.
There are many similarities between the objectives of a board of trustees and a board of directors, one of which is this: The use of a well-designed digital platform can be incredibly helpful for boards looking to perform their duties and fulfill the organization’s potential. In this article, we’ll explain how board of trustees meeting software can support and better your workflows and also point out some potential downsides you should consider when evaluating options.
What is Board of Trustees Meeting Software?
The utilization of board management software (also known as board portal software) is an increasing necessity for organizations. Board of trustees meeting software is a specialized tool designed to streamline and manage the operations of board meetings for trustees, administrators, and all board member positions.
Meeting software empowers organizations to create and distribute board agendas, share important documents, and track key decisions in one centralized platform. It enhances collaboration, reduces paper use, and ensures compliance with governance standards, helping trustees focus on strategic discussions while efficiently handling the logistical aspects of meetings.
Ensure effective, efficient meetings with our comprehensive Board Meeting Agenda Template.
Pros and Cons of Board of Trustees Meeting Software
Before investing in a board portal platform, it’s important to weigh the pros and cons.
Pros
The benefits of board meeting software include:
- Enhanced security: Privacy is a primary concern for all boards. Organizations need to be confident in their ability to protect confidential data and keep private information from being accessed by unauthorized parties. One of the signature features of digital board portals is the ability to provide stronger security methods through authentication tools, granular permissions, and more.
- Improved efficiency: Board meeting software helps save time and effort in your meeting prep and other administrative tasks, such as preparing board packets and board books, while also maximizing productivity in the process.
- Improved collaboration: A greater sense of teamwork and togetherness can push your organization to reach new heights of success. Digital platforms can help your board of trustees achieve this goal with features that encourage collaboration between board members like secure messenger and meeting analytics.
- Cost savings: Reducing the reliance on paper and physical meetings can lower administrative costs and improve resource allocation.
- Compliance and record-keeping– Board software simplifies tracking compliance with governance policies and automatically stores meeting records for future audits or reference.
Cons
Cons associated with board portal technology include:
- Learning curve: Implementing new software often requires training, and some users may take longer to adapt to the system. OnBoard provides a user-friendly interface and extensive training resources to ease the transition and help board members quickly adapt to the new system.
- Resistance to change: Old habits die hard. Some board members, particularly those with a lot of experience with previous methods, may be reluctant to switch over to a new system.
- Ongoing maintenance: Regular updates and software maintenance can require ongoing support from IT or the vendor, adding to administrative tasks. OnBoard’s cloud-based platform includes automatic updates and maintenance, reducing the need for internal IT involvement.
- Integration challenges: Software that doesn’t integrate well with other tools the organization uses can create silos and complicate workflows. When evaluating platforms, consider their integration capabilities.
- Subscription costs: A new subscription adds to your operational expenses. Compare pricing and features of different platforms to find what best fits in your organization’s budget.
Getting Started With OnBoard
While not every ramification of using board management software is positive, the overall impact is clearly positive. However, all board meeting software solutions are not created equal. It’s important to think about your organization’s needs before choosing the platform that best suits your board in the present and the future. Are you working with a corporate board or a board of trustees? Where can your board operations be improved? What does success look like in the short, medium, and long-term?
OnBoard is happy to help you find that perfect platform. We are passionate and knowledgeable about board governance and are ready to pass our expertise on to you.
Download our board management software buyer’s guide to learn about the board management landscape and sharpen your ability to vet potential candidates.
The comprehensive blueprint for selecting a results-driven board management vendor.
About The Author
- Josh Palmer serves as OnBoard's Head of Content. An experienced content creator, his previous roles have spanned numerous industries including B2C and B2B home improvement, healthcare, and software-as-a-service (SaaS). An Indianapolis native and graduate of Indiana University, Palmer currently resides in Fishers, Ind.
Latest entries
Board Management SoftwareOctober 9, 2024What is an Audit Committee? (Overview, Roles, and Responsibilities)
Board Management SoftwareOctober 8, 2024How to Remove a Board Member (+ Sample Letter)
Board Management SoftwareOctober 2, 2024What is a Steering Committee? (Overview, Roles, and Responsibilities)
Board Management SoftwareOctober 1, 2024What is an Independent Director? (Overview, Roles, and Responsibilities)
