Boardroom software provides the most conducive cloud-based environment to handle boardroom processes effectively and seamlessly. It also comes with the benefits of security concerning sensitive document storage or sharing. However, all these can only be possible when the board portal software is thoughtfully planned and set up.
The planning has to be done before the board portal arrives and when it does, the setup can be done with much ease. The boardroom needs to be prepared for the job at hand of being board of directors software. So it has to be arranged to host virtual boardroom meetings and to serve as the perfect board meeting management software.
With that in mind, let’s proceed with just how you can set up boardroom software for your business’s needs.
1. Choose the best virtual boardroom
Setting up a boardroom begins right from the provider. Choosing the best board portal software provider will help you enjoy all the numerous benefits that any virtual boardroom affords. It’ll also help you avoid regrets and make it seamless for the software to be well arranged for the task ahead. Tips from our how to choose a web host guide will also help, as they apply to choosing any type of cloud-based provider.
But how do you go about choosing the best? Well, it’s pretty easy.
You look out for the following critical features before purchasing:
- Security architecture
- Document permissions
- Ease of use
- 24/7 support (phone/email)
- Compatibility with mobile devices
- Board meeting features
- Seamless integration with existing software
- Easy setup
- Flexible plans
- High storage capacity
- Extra convenient features if there are any
When you keep all of these features in mind when seeking the best provider, you can hardly go wrong with your choice.
2. Select and upload documents
Assuming you parted with the best board meeting app from a reputable provider, they would have settled the technical part in the setup. Now, you have to do the rest for yourself, which is to choose the kind of documents that will be saved in the board portal. After selecting them, you can begin the transfer of the required documents to the board management software.
When selecting, you must be aware that not all documents are meant for the boardroom software. It’s different from other storage options, and any document being assigned to go in there should be of relevance to the board meeting processes of the organization. This will help to avoid clutter and make it easier to share documents during virtual boardroom meetings without having to slice through an army of documents.
3. Sort and organize documents
After the file uploading process is over, it’s time to sort them out and arrange them in folders. This will help you as the administrator or anyone else access files in the room easily. Board meeting agenda prepared beforehand should have a separate folder, resolutions of the past meetings should have a distinct folder, and same for the minutes of previous meetings.
There should be a unique repository for every important document uploaded to the boardroom. If the software comes with an advanced search system, then finding files will be super easy. You can just type in the keyword of the document you’re looking for and it’s going to appear in seconds. But the sorting and organization should be done first.
4. Set permissions
The board document management software ensures that files are secured from unauthorized users or intruders. But this will only work if the administrator sets the permissions. Every file and folder should be restricted to everyone until the person gains clearance from the admin to access any file. Setting it this way would limit any chance of private information or resolutions being stolen from the boardroom.
You should also set the board portal software in a way that will allow users to view documents with watermarks alone. This is to ensure that the document being viewed is protected from being reproduced and used elsewhere. Permitted users might decide to screenshot and use the document for other dubious means without the knowledge of the admin.
However, the watermarks can’t be erased and they will ensure your business’s brand sticks with the document wherever the user intends to deploy it. Other necessary permissions would include restricting and permitting the downloading of files from the software, editing them, and/or sharing them.
Recommended read: Data Protection Tips
5. Revisit software settings and verify them
When you’re done with the setup, it’s time to ensure every security measure is in place. It’s like checking to see if you’ve bolted the door before you decide to sleep. But this is beyond checking if a door is well bolted for security. It’s about checking every other software setting in place to ensure they’re well optimized for the role that they will be playing. Check for the user permissions and document permissions, check for the two-factor authentication settings if there are any, and check for the meeting settings.
Some of the board meeting features you should keep an eye on include; agenda preparation tools, meeting minutes taking tool, voting tool, attendance sheet, and a few others. You can also try out the integration process with other existing tools like MS Office tools to see how well they can work together. You will need to be certain everything is in place and fully functional before announcing the boardroom software for use and inviting board members to come to use it.
The board meeting software will only work best for you when you take that critical initial step to set it up for optimal performance. Sometimes, you could use an extra hand in an expert who’s experienced in setting up a board portal. However, that’s only if you patronize a provider who’s not the best.
The best virtual boardroom software will be easy to set up even in the technical aspect, so you won’t need any assistance whatsoever. If you however need any, there’s always a standby support system in place to help out. In all, you would want to ensure your board software is fully prepared for easy usage and effective service to the board of directors.