Using technology to support board activities is no longer a convenience – it’s a necessity. However, making the transition from analogue to digital involves more than just a change in medium, it requires a strategic plan, from selection, to implementation, and through to adoption.
This article outlines how to ensure a smooth implementation of your board management software.
But first, why do you need this technology in your organisation?
Virtual meetings require better preparation and demand better collaboration from all the meeting attendees. So with board management software, boards and leadership teams can securely access their meeting materials anytime and anywhere in the world. On top of that, by making use of smart workflows and annotation features, providing an easy way for board members to interact with their board materials.
Board management software makes searching and sifting through materials simple because previous packs are always accessible and searchable. They also enable the board to question, clarify and challenge materials before the meeting meaning that when it actually comes down to meeting, the actual time is used in the most efficient way. All of this can be done instantly, as changes can be made immediately.
Whether it’s updating timings or waiting for couriers, these are minutes or hours that could undoubtedly be better spent reviewing papers, supporting authors to produce better reports and adding value to the board. With digitisation, organisations can save up to 80% of the administration time every month. And, it is with this saved time and resources, that teams can concentrate on issues and topics that truly matter.
You might not suspect it, but unintentional human error is by far the leading cause of cybersecurity breaches. In fact, over half of the incidents are caused by employee mistakes!
Some of the most important information an organisation produces is contained in its board materials, and the manual process of creating, collating and distributing that information to board members is filled with opportunities for a slip-up. And so automation means that human error and mistakes are minimised.
Knowing that your board management software is covered with end-to-end data encryption, data security and replication, authentication and user access levels is essential.
Believe it or not, it’s not just printing and couriering expenses. Small organisations can spend 20–25 days per year on meeting preparation, costing thousands of dollars. Larger companies can even spend over 100 days of preparation and many hundreds of thousands of dollars. With the use of board portals, automating and simplifying the process will pay for itself, saving you time and money.
So you’ve decided that adopting board management software will ensure you focus on what matters most and embrace virtual working. So now that you’ve made that first step, how can you ensure the launch and implementation is successful?
Plan for objectors and early adopters. Involve those who are less confident with technology to test different solutions, and ask technology advocates to help others with tips, tricks and how-tos. If board software is needed for digital remote working, security, efficiency or environmental reasons, then these business imperatives must take precedence over personal working preferences.
Whilst we have designed BoardPro to be completely intuitive, there is always some degree of familiarisation and training needed. Whether that is self-set-up or remote training and onboarding, your board software provider should be able to accommodate most of your training requirements so that you can seamlessly integrate the technology into your organisation and team.
It is critical that everyone's first experience with your new board management software is a great one. So try it out with some past board agendas, minutes and board packs. Be prepared that challenges may arise with individuals – some directors may have problems with their WiFi, remembering their password for app store downloads or other typical teething problems unrelated to the software. But once everyone is set up successfully and has secure access to the device of their choosing, pull the plug on emailing PDFs or sending paper copies. If you keep everyone going with your new board software for even a month, you’ll be doing it for the next year without even knowing.
Getting great ongoing support from your technology provider is just as important as setting up your board management software. Make sure that time zone differences and potential local upheavals will not prevent you from accessing support. Check whether support operates 24/7 and their typical response rates. Confirm that the support persons understand well how boards work and what you and your users need.
This is where your advocates really come to life. 100% adoption is one thing, but great usage of all the features available to you is another. We all know that we leave a training session remembering about 20% of the functionality we see, so your board management software champions play a role in encouraging others to adopt the technology.
Too often, agendas are packed with backward-looking, operational and short-term issues. Board packs can be long and poorly written. There is not enough alignment within the board, and there is too little focus on strategy and long-term success.
BoardPro enables boards and leadership teams from small to large organisations to focus on what matters most, ensuring smarter meetings, decisions and actions.
Priority planning and agenda management tools drive alignment across the board and leadership teams and make sure time is spent on those issues that will make the biggest difference. Agenda builders and best practice templates guarantee key questions are answered and that writers produce sharp, clear reports and papers that get to the heart of the issue quickly.
When you're ready here's how BoardPro can help
Start a Free Trial — run a whole board meeting cycle for free, no credit card needed. You’ll be able to create board packs in a click, and have all minutes, decisions, actions and interests in one place. Be more effective, save time, and have everyone on the same page! Book a Demo — see BoardPro in action in this 30-minute demo, and have all your questions answered by a BoardPro specialist. You’ll get an introduction to all of BoardPro’s features — see how to set an agenda, create board packs, and take minutes. Attend a Free Governance Webinar — learn from our community of governance experts on subjects such as strategy, understanding board dynamics, reporting, and running effective meetings. You’ll join hundreds of others in these engaging events covering the latest governance topics. Find a Governance Template — practical documents to make governance easy! Templates cover strategic planning, board evaluation, risk assessment, SWOT analysis, and many other essential governance and business topics to grow your organisation and adopt good governance practices. |