We all know that – you buy something, but then you don’t use it. Maybe this has happened to you at work too – after all the time spent researching, evaluating and buying new good solution for your board to help board members work more efficiently, they always prefer it , not even their old, “tried” methods and habits (e.g. their old whiteboard portal, email, or printed copies of whiteboard material).
Change is difficult. And there’s nothing worse than spending a lot of time and money on new solution and then never getting the promised return on investment.
Many boards struggle to make the transition from a familiar system to new board portal software, no matter how clumsy the old approach. And if you do, you’ll never know the full value of your new, full-fledged board portal.
In this post, we examine the top three whiteboard technology mistakes that whiteboards make and show you how to overcome them so you can get more out of your whiteboard portal software.
Mistake 1: Not Taking Advantage of Board Portal Training
It wouldn’t surprise anyone if you’re feeling a little overwhelmed because implementing a new governance portal doesn’t entail halting your other work. No matter how busy you are, it’s crucial to continue exercising.
Boards can be unable to complete the switch from their old system to their new board portal due to a lack of training. You will be astonished at how little time it takes for a large payoff on your board, though, if you take advantage of the free training provided by board portal providers.
Although the best board portal solution is straightforward and simple to use right away, we firmly advise that all board administrators and directors attend training in order to make sure that everyone utilizing it is fully satisfied. It doesn’t require a lot of time either. Board administrators are prepared to conduct their first board meeting following two initial hour-long orientation sessions with a committed member of the support team.
Mistake 2: Not Using the Time-Saving Features That Board Portals Offer
You are losing out if you have a board portal but aren’t using the crucial time-saving functions it provides. Don’t get me wrong; there are features on board portals that you don’t always need to use, and you shouldn’t feel compelled to develop new workflows in order to use them. But any board using board portal technology ought to make use of a few key functions. Let’s look at it.
Centralized Board Document Library
Board portals come with a central library where you may safely keep all of the board’s documents, including agendas, minutes from previous sessions, and materials for upcoming board meetings. The library is simply searchable, making it simple for both current board members and new board members to obtain the knowledge they require. The top board portals also provide document access control capabilities, so you can choose whether everyone or only certain board members can view a given piece of board content.
Efficient Tools to Prepare Board Meetings
Once you convert to board portal software, your preparation for board meetings should become much more effective. You may put together and submit your board meeting package with just a few clicks, then send it securely to your directors. It’s simple to make the necessary updates and inform your directors if any of the documents in your package need to be updated.
Mistake 3: Not Optimizing Your Board Portal Setup
Your ability to prepare for board meetings should be facilitated by the introduction of a new board portal solution, which should also enhance board member communication. There is almost always opportunity for improvement when setting up your board site, though. If your present board practice is making you happy, that’s fantastic. However, did you know that some suppliers of board portals provide free evaluations of your current board procedures and information management system? In light of industry best practices, the support team can then provide you recommendations on how to streamline your procedures. Your time is saved.