A guide for organizations when choosing a Board Portal
The ultimate guide to choosing the right Board Portal for your organization. Explore what a Governance Portal can do for your organization and how it can improve governance.
Boards need to ensure that they comply with specific laws and regulations to which they are subject. Which makes it important that organizations choose the right Board Portal to be able to carry out their mission in a correct and efficient way.
Here is an optimal guide for your board to choose which Board Portal is right for your organization and in the article we will go through the following:
- What is a Board Portal
- What features is the Board Portal expected to include
- What can a Board Portal do for an organization
- The advantage of e-signing and BankID
- Questions to the supplier regarding information security
- How other organizations perceive the Board Portal
What is a Board Portal
A Board Portal is a software specifically for board management where board members can share confidential documents and information, carry out the meeting process and decision-making, distribute agenda items within the board, electronically sign minutes and other important documents, assign contractual responsibilities, communicate internally and externally without giving access to the portal.
Above all, the Board Portal simplifies every step of the meeting process where new functionality in cloud technology, a paperless software for board meetings, replaces the old technology of paper notes and Word documents, printed minutes and emails.
What features is the Board Portal expected to include
- Electronic signing with BankID of minutes, decisions, annual reports and other important documents.
- Create meeting agendas based on a flexible template, send out invitations with meeting attachments and links, create, approve and sign minutes with BankID.
- Assign contractual responsibilities within the board with automatic reminders for contract renegotiations.
- Activity log and annual planning with common board calendar with automatic notifications for activities.
- Assign tasks within the board with automatic reminders for deadlines and comment log.
- Decision-making with electronic signatures.
- Digital history and tracking of user activity under GDPR.
- Search function in document archives.
- Automatic deletion of sensitive documents.
- Secure internal communication that reduces the need for insecure email communication.
What can a Board Portal do for an organization
- Collects all confidential meeting documentation and information on a secure platform specifically designed for board management.
- Ensures that all board members can come to meetings prepared and carry out their board duties wherever they are.
- Allows you to create meeting agendas from templates in a simple and efficient way.
- Ensures that board members are fully aware of their responsibilities within the business, including its contracts, documents, projects and decisions.
- Make it easy for new board members to take over the role, which contributes to sustainable and long-term board work within the organization.
Benefits of electronic signing and logging in with BankID
- Enables board members to securely sign minutes, decisions and important documents with BankID remotely.
- Make it easier for board members to log in and keep their account secure. Read more about BankID and its security here https://support.bankid.com/sv/sakerhet/bankid-och-sakerhet
Questions to the supplier regarding information security
- Where is the data stored
- Does the supplier comply with GDPR
- Is the data encrypted and by what method
- Is it possible to delete data if necessary
- Are back-ups carried out and how often
How other organizations perceive the Board Portal
- Are there any reliable customer references from similar organizations
- Are the customer references similar to your organization
- Are the features user-friendly and adapted to your type of organization
- Is there a possibility to try it for free
- Is there a possibility to get a briefing free of charge
- Is the cost of the Board Portal designed for your type of organization
- A presentation of the Board Portal for your type of organization is available on the website
- What language(s) does the support use
- What is the contact with the support?
- Contact details are easily accessible on the website and in the Board Portal
- How long does a support case seem to take
- What kind of support agreement does the supplier have
Want to know more about our Board Portal and what it can do for your organization?
Book a demo and try the Board Portal for 30 days free of charge with no strings attached.
During a demo you will:
- Review of the platform's features.
- Answers to questions and concerns.
- Tips and suggestions.
