Board portal software was built to save time-strapped admins and valued board members hours on preparing and running effective board meetings. But over time, your board’s workflows change – and eventually, your current board portal provider might not meet the needs of busy directors.
Every few years, it’s worth reassessing if your current solution is still the best fit for your board’s current security, feature, support, and budget requirements.
In this guide, we’ll walk through some signs it may be time for a board portal re-assessment. Then, we’ll share assessment guidelines to help you determine whether you already have the right board portal for your organization, or whether it’s time for a switch.
Is it time to evaluate other board portals?
Many organizations have a policy to reassess their technology every few years. It’s worth staying aware of what modern board management software offers, even if it only helps IT and the board confirm that the board portal partner you currently use remains the right fit.
Organizations often put off evaluating board software out of concern that the transition will be costly and time-consuming. However, in our experience, making the switch is possible in just weeks – often before your next board meeting.
Six signs you should re-assess your board software
When is the right time to reassess your board portal software? If you’ve been using your board software for years, it may be a good time to reassess. However, the following issues signal a more pressing need for a change.
Signal #1: cybersecurity feels uncertain
Data security concerns are some of the most compelling reasons to switch board portals. Even if your board hasn’t experienced a data breach, issues such as missing access records or limited visibility into board members’ activity can make cybersecurity feel uncertain. Many board portals offer robust security features and certifications – and security should be non-negotiable.
Signal #2: renewal bill raises eyebrows
Maybe your initial board portal discount is behind you, or you are getting charged extra for “add-ons” like committees, training, or new AI-enabled features you don’t actually need.
For Canadian organizations, paying in USD may also lead to higher board portal costs due to rising exchange rates. It may be time to compare the price of similar portals or seek Canadian board portal providers who offer more transparent pricing.
Signal #3: directors are struggling to use the software
If your board administrator gets a lot of calls and emails from directors asking where to find board materials, it’s a sign that your board portal isn’t easy to use. Modern board portals are designed to be intuitive and user-friendly, with mobile apps that are just as easy to use as the desktop version.
Signal #4: time savings tools fall short
Technology that got you off paper falls short of helping administrators auto-generate agendas or complete their tasks more efficiently. Board software should help make agendas, minutes, annotations, voting, and signatures easier to manage – so if board administrators are still building documents manually or chasing directors for physical signatures, it may be time to explore new tools with the features your board really needs.
Signal #5: support calls not answered
The help promised from your current board portal provider has dwindled to an online knowledge base and long wait times for support requests. If directors and board administrators are spending hours searching for help on their own, it may be time to find a provider that prioritizes training and fast, expert support.
Signal #6: board engagement is slow going
Board software that’s too complex or less intuitive can leave board members finding workarounds. But when sensitive documents are sent via text and email, data breaches become more likely. If board members are sticking to old ways of doing things to avoid learning how to use your current board software, they might need a solution that truly makes their work easier.
Board portal buyer guide – how to re-assess
There are many different board portals available on the market. How do you make sure that you’re using the right one for your organization?
Most board portal software includes tools to help boards save time on board meeting preparation, enhance communication and collaboration, facilitate decision-making and keep sensitive information secure. Common features include agendas, document management, messaging, annotations, voting, signatures, and surveys.
However, not all board portals offer the same tools to make board meetings efficient or board information secure. As vendors add new features like AI tools, it’s worth evaluating whether they genuinely streamline governance work or create additional steps and workarounds for your team.
You’ll need to do a thorough comparison of tools available. Take a close look at what’s included in pricing, investigate how cybersecurity is protected, and consider providers’ track record of serving organizations like yours.
Top 10 things to re-assess when comparing board software
When evaluating whether you should stay with your current board portal software or switch to a new provider, make a checklist of what your board needs from a solution. Include features, pricing, support, and implementation details to ensure your evaluation is thorough. Below are 10 key things to reassess.
Step 1: board administration & management
Explore how each board portal solution makes meeting prep easier and updates directors when dates or documents change. Consider the routine effort board admins take today and enquire about how much time they can save.
Step 2: director access & collaboration
A principal function of board portals is to provide timely, transparent access to board information – but a complex product can make information difficult to access. Assess the user-friendliness of different products. What will be intuitive for your board members? The ideal solution should offer all the features you need and be easy to navigate.
Step 3: mobility & convenient engagement
Travel is a routine part of daily life for many directors and executives, and online board meetings are here to stay. The right technology can help you recruit valuable board members and keep them engaged. Explore the conveniences that different board portals can offer directors, including mobile apps with offline access, easy access to virtual board meetings, and support for remote approvals, votes and e-signatures.
Step 4: security
Safeguarding the confidentiality of board documents and communication is a key benefit of board management software. Select software that both secures board materials and makes accessing information simple for directors. Look for third-party security certifications as well as practical features like single sign-on and remote data wiping.
Step 5: getting started & adoption ease
Understand what help each board portal provider offers to ensure board members are comfortable using the software. Do they provide personal training for both board admins and directors? Do they guide you on how to migrate information from one system to another? Quality onboarding can make the difference between a successful implementation and ongoing adoption challenges.
Step 6: technology innovation
How can you ensure the tool you select today will evolve along with governance best practices and the needs of your organization? Ask about future product updates and how your voice as a customer can impact product development.
Step 7: reputation & service
Check product reviews on websites like G2 and Capterra to see what aspects of each tool users liked, and what they thought could be improved. Ensure you check both positive and negative reviews of each product to get a balanced picture. Read board portal guides and board software comparisons for insights on how the features of different products compare.
Step 8: customer support
Because a board portal is used by some of the most influential and time-starved people in your organization, it is paramount that product support is highly professional and useful. Consider calling a vendor’s support line to test the support you’ll receive. Talk with peers using the product, and ask about their service experiences and how issues are resolved.
Step 9: pricing
When evaluating pricing, consider your goals with the portal and how they align with your budget. Better technology and service can come at a higher price, but it’s also advisable to compare plans carefully to understand how prices may change as you grow. For example, it’s become common in software to have basic, professional and enterprise editions, with different features. Ask about all the possible add-on fees, including for additional administrators, committees, reports, training, and data storage.
Curious how Aprio’s pricing compares? Request a quote and see how Aprio’s pay-per-user pricing can keep costs manageable as you grow.
Step 10: best overall fit
While conducting a software assessment, you will meet the people on different vendors’ teams. Consider the help they provide, their responsiveness, and interactions with your team in addition to how well the features of the software match what you’re looking for. The best overall fit for your board will be a vendor who has both the right support and the right product for your board members.
Key questions to ask a board portal provider
Once you’ve shortlisted potential providers, product demos will give you personalized information about what vendors can offer your board. Asking the right questions early can help ensure a smooth transition, predictable pricing, and lasting value.
List the features you need, and ask for a demonstration of each one. After you’ve had a full tour of the product, here are some key questions to ask:
- How is board data protected? What certifications or third-party audits back your security claims?
- What onboarding and training support is included? How long does a typical implementation take?
- Is support available 24/7, and through which channels? What is your average response time for urgent issues?
- How often is the product updated? Does customer feedback influence your roadmap?
These questions help uncover how well the vendor will support your board in the years ahead, beyond evaluating what they offer today. Also, keep in mind that the questions you ask industry peers can be just as valuable as the questions you ask providers.
For example, credit union StellerVista reached out to industry peers to ask about what board portal they recommended. Their decision to choose Aprio was partially based on feedback from peers when asked about their preferred vendor.
Common pitfalls when switching board software
Switching board software doesn’t have to be complicated, but overlooking key steps may lead to delays and frustration. Below are a few common pitfalls to be aware of before you make the switch, and how to avoid them.
Failing to understand what the provider offers
If your assessment misses key details, you may not notice that an important feature is missing until you’ve already signed a contract. For example, it’s easy to focus on desktop functionality during demos while mobile performance, offline access, and app usability get less attention.
To ensure you’re asking the right questions during evaluation, it’s a good idea to thoroughly audit your board’s workflows to check what features and support you need (and what you don’t need). This will help you choose the solution that’s truly the best fit.
Overlooking what board portal providers need from you
Different board portal providers will have different requirements in terms of what infrastructure, resources, and involvement they’ll need from your team during adoption. Some training models assume you have internal IT support or product experts, while others offer more involved onboarding and support.
Every platform has a learning curve, and without proper training, board administrators and directors may default to using email and other tools they’re more familiar with. Asking about the level of support you’ll receive will help ensure it aligns with what your organization needs.
Underestimating the onboarding timeline
While many board portal providers can get you set up quickly, implementation timelines can range from days to months depending on the product’s complexity and your organizational needs. When you’re evaluating providers, asking about the onboarding timeline can help avoid unexpected delays or additional setup costs.
Also keep in mind that your board’s unique situation may impact the onboarding timeline. For example, if you have many directors who will need one-on-one training, the timeline will be longer than it would be for a smaller team of tech-savvy directors.
Why Aprio is a top choice for organizations making the switch
Aprio stands out in the industry with easy-to-use features, mobile and offline functionality, 24/7 expert support, and onboarding that takes just a few weeks. Our pay-per-user pricing model includes all of our premium features – simply hide the ones you don’t need, then unhide them when you’re ready to use them.
We offer one-on-one training for board administrators and directors to ensure everyone is comfortable using Aprio from day one. Our team of former board administrators is available 24/7 to assist you with any additional help you might need.
“Doing what I do as a board administrator has gotten easier – I’ve won back some time that I used to have to spend preparing for meetings, and there’s more ease in my work. I’m getting praise from directors on the choice to go with Aprio. All our meetings are on it and the switch proved far easier than we thought.” – Sylvie Lemieux-Comtois, Fort McMurray Airport Authority
Need more help doing a quick comparison? We’re always happy to help IT leaders and their boards assess if Aprio is a good fit for your organization. Start a conversation today and let us know what your board is looking for.
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