Navigating modern governance with the right board management platform

Are your board operations as secure and efficient as they should be? Outdated tools like email, shared drives and extranets can risk governance as they can lead to a lack of equitable access and information transparency with board members, as well as risk data breaches.

For modern boards concerned with operating with good governance, there’s never been a better time to consider board management solutions like Aprio.

Read on to learn more about what’s driving boards to use board management platforms, the key benefits, must-have features and why more boards put their trust in Aprio.

You can also skip ahead to these specific sections:

• Why are boards adopting board management platforms?
• What are the key benefits?
• What features are must-haves?
• What features does Aprio include?
• How do you adopt board management technology?
• Why do customers ultimately choose Aprio?
• See the Aprio difference

Why are boards adopting board management platforms?

Using a board management platform is not an “upgrade” to manage board communications, it’s become a necessity. Three key reasons board management platforms are becoming the norm for many organizations in financial services, corporations, healthcare and non-profits are to ensure security, increase data transparency and ensure accountability.

Board communications often involve sensitive data from financial data to strategic plans. For boards still using email or shared drives, it increases the risk of potential data breaches. Without proper encryption or multi-factor authentication, sensitive company information is at risk of unauthorized access or cyber-attacks. Board management software prioritizes security, offering data encryption both in transit and during storage, ensuring your information is accessed by those who need it.

In addition to safeguarding security, board management platforms help increase the efficiency of board management. This type of work requires a lot of manual effort, from preparing documents to ensuring every board member receives the right files, to tracking who has reviewed which document. This time could be better spent on strategic decision-making.

A dedicated board management platform automates many of these administrative tasks, streamlining workflows and ensuring that board members have instant access to the information they need, when they need it.

Finally, with shared drives or emails, document management can become a real challenge. Where is the latest file version located? Who made which change and when? The lack of a clear audit trail can lead to confusion and miscommunication, not to mention a real-time sink.

Board management platforms bring transparency to board operations by automatically keeping track of document versions and changes. Every decision and amendment is documented, helping to foster a culture of responsibility and accountability.

What are the key benefits of adopting a board management platform?

From talking with board members and board administrators, what do they value most in using board portal software? The time savings, escaping the email swirl, and avoiding frustrating directors with systems that make board materials hard to access.

The top-ranked benefits of board portals include:

• Immediate, real-time distribution of board updates and document revisions to board members at any time, regardless of location
• Easy access to all board documents including meeting agendas, meeting minutes, regulations and bylaws in a secure central location
• Secure online note taking and collaborating for directors, with the option of a clean swipe of all communication once the board makes a decision
• Increased efficiency to produce and distribute board books and easy document management
• Increased efficiency to confirm meeting schedules and reschedule meetings
• Increased security, including protection for confidential documents, and built-in safeguards to prevent accidental email transmissions

What features are must-haves in an ideal board management platform?

Ideal board management platforms include a blend of efficiency, security, and functionality. Here are some of the key features to look for:

Easy-to-use platform

The best board management tools are intuitive and straightforward to use. Board members, regardless of their tech-savvyness, should be able to dive in without steep learning curves.

Robust security

Not all board management platforms offer the same level of security. Top-tier board management platforms prioritize stringent security protocols including encrypted data storage, multi-factor authentication and remote wiping to ensure sensitive board information remains uncompromised.

Convenient access

Busy board members require flexibility and the ability to engage anywhere, anytime, whether they’re in the office, at home, or on the move. Board management platforms should include mobile apps for any device as well as convenient virtual meeting integrations.

Communication & collaboration tools

Board members already have a lot on their plates. Help them get more done and make faster decisions – in or outside of the boardroom with tools like chat, annotations, online voting, surveys and polls.

Dashboard with a calendar view

When is the next meeting? What tasks do I need to do before then? Help board members stay organized with a clear dashboard and calendar view upon login to see upcoming meetings, action items, and important news updates.

Comprehensive audit trails & board reports

If you need to gather compliance reports, make it easy with a board management platform that offers an automated audit trail of all board activities. Consider the time efficiency of a solution that helps you track attendance, board votes, board portal activity such as logins and documents accessed, and even board expense reports.

What features does Aprio’s board management platform include?

We stand out in the industry for providing unmatched expert service and an easy-to-use, secure board portal that works the way a board actually works.

Aprio offers all the board portal features your board needs including:

• One central library to store board materials and documents
• Easy agenda creation and distribution
• Voting and survey tools to increase engagement and decision making
• Track board tasks to ensure action items are completed on time
• Meeting minute tool to draft minutes faster
• Annotations for board members to markup board documents and collaborate
• Video conferencing integration
• Mobile apps for any device
• Comprehensive board reports

“New directors who haven’t seen Aprio before are immediately impressed with how quickly they can get up to speed. Aprio keeps them looped in, easily, all year round, and they offer helpful support that’s flexible, no matter how tech-savvy a director is.” – Your Neighbourhood Credit Union

How do you adopt board management technology?

Change can be intimidating, but the right board portal vendor can make all the difference. Look for board portal solutions that help every customer (not just those paying the top-tier price tag), as well as those who help with board portal setup. Buyer beware: with some vendors, you’re left to DIY.

At Aprio, we’re committed to helping you get the most out of your new board portal software with:

• Seamless onboarding: From day one, Aprio helps every customer set up their board meeting software. You’ll work directly with experienced board portal administrators to set up your board library, set up users, and run your first meeting on Aprio.
• Unlimited training at any time: Aprio’s board portal software offers practical training that’s unlimited and ongoing. Get one-on-one, group and training available for admins and board of directors. New board members coming onto your board? No problem. Get them trained with no surprise add-on costs.
• Continuous support available 24/7: Aprio offers unmatched expert service from former admins who deeply understand the needs and pressures of board meeting management and prep. If a question comes up or you need a hand, you can rely on Aprio to get responsive, expert help from real people who care, any time, any day.

Why do customers ultimately choose Aprio’s platform for board management?

When it comes to board management software, Aprio stands out for offering security, simplicity, and support. You’re in good hands with Aprio.

• Top-notch security: Your security is our top priority. From safeguarding your data, to ensuring the right user access and making it easy to review suspicious activity, we’ve got it all covered.
• Easy to use: Worried your board members aren’t tech-savvy enough to use board software? No problem. Aprio’s board portal is designed to be simple and straightforward. Whether you’re a board member, an executive, or an admin, you’ll find it easy to get started and keep going. And we’re there to help you every step of the way.
• Expert support from former board admins: Forget automated chatbots and hard-to-reach call centers. With us, you talk to a former board administrator who understands board meetings inside and out. And the best part? We’re here for you 24/7, all year round.

“Aprio has made our governance practices so much easier and more efficient. The efficiency of providing board information to our directors has improved immensely using Aprio.” – Elaine Hasemore, Board administrator, BlueShore Financial

Ready to see the Aprio difference?

Aprio’s board management platform helps organizations large and small efficiently run board meetings, increase board engagement, and safeguard sensitive board information.

Whether you’re looking to make a switch in board meeting software or are considering adopting board software for the first time, we’re happy to help you assess the fit with Aprio!

Get in touch with our sales team. We’d love to learn more about your organization and how we can help support your board.