Users type the meeting agenda into BoardPro’s Agenda Builder and then drag the relevant documents onto the agenda. with all sorts of automation and streamlining benefits,” says Brett Herkt MAICD, co-founder and CEO of BoardPro. “We provide the company secretary, the administrator or the CEO with the ability to wrap the whole board process from one end to the other in a piece of cloud software. Workflow tools can help to organise a company meeting - from the collation of documents to agenda setting and then to board minutes at the end of the process. Those are the basics, but many board portals are moving beyond just document distribution. “Then I’m told the board pack for the meeting has been updated and I’ve lost all my notes.”Īllowing directors to vote for resolutions and keep records of voting are also useful features, she says. “I’ve had times where I’ve gone through and read this paper, put all my thoughts down and gone, these are the things I want to raise,” she says.
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She recalls using one readily available board software system that missed a basic element. This is an important feature for Robertson, but with a caveat - the mark-ups need to stay on the documents even if the documents are updated.
Most portals also allow directors to make notes on documents ahead of meetings and to share them with other directors. In February, Board Matters announced a relationship with Nasdaq Governance Services, a business of Nasdaq Inc, which operates its own board portal and collaboration software, Boardvantage. She has experience of one portal that was so difficult to use that she asked the company secretary to email her PDFs of documents instead. “The last thing you want to be doing is carrying around a telephone-sized book worth of board packs with you in order to do your job,” she says.Ī key feature of a board portal for her is whether it can be used intuitively and whether it will make sense to all the different backgrounds gathered around the board table - lawyers, engineers, accountants and managers. Robertson uses a number of different systems. Being able to have your papers there in that online platform is really critical to you being able to do your job, particularly if you’re quite mobile,” says Robertson, also a director of the Queensland Independent Schools Block Grant Authority and managing director of Board Matters. “Having a board portal for the purpose of being a company director nowadays is essential. “It’s been a real lightning rod to make sure all directors just get on and start using these platforms,” she says. Jennifer Robertson FAICD, deputy chair of Brisbane Marine Pilots and a director of the Queensland Fire and Emergency Services, rates COVID-19 as the “great precipitator” of the board platform thanks to safety concerns, the lack of travel and need for virtual meetings. The distribution of documents is a lot more secure than emailing documents, which can leave organisations vulnerable to security breaches or hacking. Portals store documents securely in the cloud and provide directors with access via password. Additionally, the systems act as a repository of documents from past meetings. It’s less cumbersome than dealing with physical papers - although some directors still print out items from their board packs. Instead of the process of assembling the board reporting pack, company secretaries can collate the required documents in a board portal and provide directors with access to the documents through either a mobile device or a laptop. At their most basic, board management platforms replace the traditional board pack - the sheath of documents once couriered or emailed to directors.
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