Board Portal Reassessment Guide – steps to switch

Are you happy with the way your board is run today?

According to a recent CUES survey, over 31% of boards using board portal technology or file sharing systems like SharePoint feel dissatisfied with how inefficient it is to run meetings and communicate with board members. Are you in the same boat?

In today’s world, board members increasingly expect their board to keep pace with modern board management technology providing tools for directors to conveniently prepare for and participate in meetings, while keeping data secure. In addition, with increasing challenges around board succession, it’s becoming a priority for many boards to attract next-generation board members, who are often tech savvy and expect their boards to be the same.

So why do boards hesitate to reassess their current solution even when things aren’t going well? Let’s take a look at some of the common myths around board portal adoption and reassessment.

Common myths about switching board portal software

Many of us fear change, and the sense of “the unknown” that comes with it. And while a degree of caution is never a bad thing, too much can hinder you. It’s true in life and also for technology adoption. 

To help ease some of these unfounded fears, let’s bust a few of the most common myths around board portal adoption and reassessment.

Myth: “Our board members are familiar with our current solution. Having to learn a new system will be a steep learning curve.”

Reality: Modern board management software is intuitive and easy to use from day one. Our customers regularly report that their directors’ one-on-one, 30-minute orientation with Aprio was all they needed to confidently use the system. Administrators are quickly able to become Aprio experts after their two initial orientation sessions. But should anyone require refresher training or support on the go, we’re here for you 24/7.

Myth: “If I move to a new system, all of my data and work will be lost, or it will be difficult to move it over to a new system.”

Reality: Migrating your data from other board portals or in-house systems into Aprio is actually ridiculously easy. You won’t lose your historical data, and should you require assistance, the Aprio support team is always around to lend a hand and provide you with best practices on how to best set up your Aprio boardroom. 

Myth: “Moving to a new solution will be a massive time sink. I’m busy and I don’t have time for another project.”

Reality: In reality, the transition from your previous solution to Aprio takes as little as four weeks. Typically, our customers kick off the project right after a board meeting. By the time the next board meeting comes along, you and your team will already be up and running on the Aprio software. 

Myth: “A new board management solution won’t solve our current issues.”

Reality: Remember, not all board management software providers are the same, especially when it comes to support and service. With Aprio, you get training and support from experienced former board administrators available 24/7 to help with any issues that arise. From day one with Aprio, we get to know your boards’ unique needs to implement Aprio software in a way that works best for you.

“When we shared with Aprio that we wanted to find ways to better run our board, their service team took the lead in helping us to evolve to our “Aprio 2.0” experience. They helped guide us in reassessing the needs of our board, and advised us on the most streamlined way to operate. We evolved our setup to give board members more convenient access to materials and tools, did a refresher training round, and we’re now seeing the rewards. Board members are coming to meetings better equipped and it’s resulting in more efficient meetings.”

– Kate MacLeod, Governance Specialist, Meridian Credit Union

Let’s get practical

Switching or adopting a board portal really isn’t as challenging as it may seem. Here’s what the path to making a change typically looks like.

Week 1: Setup: during the first week of Aprio care, you’ll be given access to your new Aprio portal. Our support team will reach out to your board administrator to provide some guidance on the best ways to set up your board materials for maximum efficiency. They’ll also be provided with a detailed overview of the process that will take place over the next few weeks.

Week 2: Admin training: during the second week, your board administrator(s) will be given an in-depth, one-on-one training session with one of our dedicated support team members. Any questions that they have can be addressed at this time, and a second session will follow.

Week 3: Data migration: during the third week, you’ll migrate your historical board data into Aprio. If you require assistance, the Aprio support team is available to help you.

Week 4: Director training and first meeting: during the final week, the Aprio support team will train your directors in one-on-one sessions. When it comes time for your first board meeting with Aprio, we’ll be on hand to provide additional support to make sure you have everything you need to make your meeting successful. 

But don’t just take our word for it! Here’s what some of our customers have had to say about their switching experience:

“Ease of use is big. As an administrator, I never found Diligent to be user-friendly, but the board was used to it so we stuck to it. Still, I heard from directors that they couldn’t find minutes easily within the Diligent software. Aprio is simpler to use, and as valuable to us as the technology is – the exceptional support from the Aprio team makes a huge difference. We had a few challenges getting up and running but any concerns were solved very quickly. Since then, we’ve had no issues. We know though, that if any concerns arise, we will be well cared for.”

– Sylvie Lemieux-Comtois, Human Resources Manager and Board Administrator, Fort McMurray Airport Authority

“The first month Aprio was up and running we communicated to directors the new expectation to embrace technology and completely forfeit their use of paper. Each director was also promised individualized training, to which two-thirds took advantage of (the other two are techies… they figured it out just fine). Aprio provided ongoing training that is exceedingly practical – focusing on the different actions each of us needs to perform. We had several follow-ups and focused training sessions, often just 30 minutes, to learn even just one or two tools at a time. Small steps return big gains. Compared to other portals, Aprio offered the biggest bang for the buck providing the same extensive security of more expensive portals as well as providing training and unlimited support at no extra cost.”

– Amy Nelson, CEO of Point West Credit Union

Take action towards better board meetings and communication

Interested in learning more about how the Aprio board portal can improve your board meetings? See how Aprio stands out by setting up a time to see our board management software in action.