Guide: How to bring board work together in one place digitally
Bringing board work together digitally is one of the easiest ways to save time, reduce misunderstandings and increase board engagement. In this guide, we walk you through step-by-step how to digitize and bring your board work together in one place.
Why digitize board work?
Many boards struggle with email threads, piles of paper and different versions of documents. This makes decisions take longer, information gets lost and it becomes difficult to get a clear overview.
A digital board portal brings everything together in one place - minutes, notices, documents, tasks, communications, meetings and decision logs. It makes it easy to collaborate, even between meetings.
🔹 Step 1: Do a baseline analysis
Start by mapping out how your board works today:
- Where are documents and minutes stored?
- How are participants invited to meetings?
- How are meetings and related documents managed?
- How are decisions documented?
- How are signatures and information sharing done?
Write down strengths and challenges - this will help you see where digital tools can be most useful.
🔹 Step 2: Create a clear folder structure
When getting started with the Reduca Board Portal, start by creating a logical folder structure.
A suggestion:
📁 Annual documents
📁 Board meetings
📁 Finances
📁 Projects, maintenance & operations
📁 Bylaws, policies & governing documents
📁 Communication & member information
📁 Staff, officers & roles
📁 History
A clear structure makes it easier to find the right documents quickly - and future boards will thank you.
🔹 Step 3: Import existing information
Easily import past minutes, annual reports, membership records, financial documents and current documents.
This avoids having information scattered and allows you to start on a solid digital foundation.
🔹 Step 4: Set up your first meeting
Create a board meeting directly in the portal:
- Put date, time and place or digital link.
- Create agenda from template and add attachments.
- Send invitation with attachments and invite participants with one click.
Everyone is automatically notified by email and can view the documents in the portal - no need for separate emails or PDF files.
🔹 Step 5: Keep minutes digitally
During or after the meeting, you can take minutes directly in Reduca.
The system keeps track of items, decisions and persons responsible, and you can easily publish finished minutes to all participants. Does anyone need to complete or adjust the text? It is possible to adjust and sign directly in the portal.
🔹 Step 6: Sign documents and contracts digitally
Avoid printouts and scanned signatures.
With Reduca you can sign both minutes and agreements digitally with BankID or e-mail.
All signatures are logged and saved automatically, which provides full traceability and legal validity. All signed documents are stored in a searchable and clear view.
🔹 Step 7: Manage decisions and follow-up
Every decision made in the portal is automatically saved in a clear and searchable decision log.
In this way, you can easily follow up between meetings - who does what, when and how far has it come?
It creates both accountability, clear structure and efficiency in the board.
🔹 Step 8: Give the right responsibilities to the right people
Appointments, activities and tasks can be easily assigned to the person or persons responsible. The system automatically sends out reminders for important deadlines via SMS and email.
Assigning responsibilities creates clarity, security and increases commitment.
🔹 Step 9: Create continuity over time
When all board work is collected digitally, you get a living history.
It makes it easy for handovers, audits and future decisions.
The next board can directly access important documents, see what has been decided, get a natural place in the board work - without starting from scratch.
Executive summary
Digitizing board work is not only a way to save time - it strengthens the structure, transparency and engagement of the entire organization. With Reduca Board Portal, you get a modern and secure tool for the entire board work.
👉 Want to see how it works in practice?
Book a demo or create a free account here.
