Whether it is the reform of the independent director system or the three-year reform of state-owned enterprises, the government and enterprises are building and optimizing their boards of directors to maximize the effectiveness of their board operations. One key to achieving this is utilizing board portal tools (board office software). Board portals improve board management by streamlining communications and ensuring secure access to critical information. According to data, the global board portal market size is expected to reach US$9.4 billion by 2026, with a compound annual growth rate of 16.5 during the forecast period from 2021 to 2026.

The board of directors serves as the decision-making center and governance center of the enterprise. The application of the board of directors portal can provide a platform for directors to perform their duties, strengthen decision-making information support, and help directors fully understand the operation of the enterprise. The Pre-Meeting and Post-Meeting Board Portal is a comprehensive board management platform that helps board members do and monitor all their work on one platform, with the ability to conduct meetings, secure access to documents, communicate and collaborate in real-time. It replaces paper-based meetings and management with efficient and secure digital solutions. The board of directors portal provides functions such as secure document sharing, voting, annotation, meeting arrangements, and real-time file updates, providing comprehensive information support and decision-making support for directors to perform their duties.

Key Features

Each board portal has unique features and comes with different pricing and benefits. However, this makes it difficult for boards to narrow down their options. Enterprises combine their own needs with the functions of the board portal. The main functions of the board portal are as follows

1. Meeting management

Scheduling: The board portal allows users to schedule meetings, Send meeting notices and files for seamless coordination.

Agenda creation and distribution: Users can create meeting agendas, add relevant documents or topics, and distribute them to participants before the meeting.

Meeting Minutes and Notes: This software enables attendees to take notes during meetings and automatically generates comprehensive minutes for reference.

Meeting task tracking: Board members can track and assign follow-up projects, set deadlines, and monitor progress to ensure transparency and accountability.

2. Document sharing

Centralized document repository: The Board Portal provides a secure place to store board-related documents such as meeting minutes, financial reports, and strategic plans. And store the download location in a unified way.

File updates and historical version tracking: Users can download different versions of documents, track changes, and access revision history for easy reference and collaboration.

Secure file sharing: Board members securely share documents, ensuring data confidentiality and integrity.

Offline access and synchronization: Users can access documents offline and synchronize changes when they regain an Internet connection.

3. Collaboration tools

Group chat: Board portal tools provide group chat functionality where board members can discuss and share ideas in real time or asynchronously.

Task Management and Assignment: Board members can create and assign tasks, set priorities, and track progress, promoting collaboration and accountability among teams.

Notifications and Reminders: Send notifications and reminders with one click to let board members know about task or document updates, deadlines, or any other important information.

Document annotation and collaboration: Multiple users can annotate and collaborate on documents simultaneously, promoting efficient collaboration and decision-making.

4. Voting and decision-making

Electronic voting: Use online methods to vote on agenda items and resolutions without manually recording the voting process. After the voting ends, the voting results of the meeting can be displayed in real time, and the resolution summary page can be exported to the meeting minutes after the meeting.

Electronic Signature: This feature enables directors to sign important documents such as meeting minutes and resolutions electronically, streamlining the signing process.

Decision tracking: Track the number of participants required for effective decisions or voting, set voters and permissions, and prevent any unauthorized decisions.

Decision Recording: The board portal records and saves the results of votes and decisions, making it easy to view and refer to past decisions.

5. Meeting minutes and operations

Generate meeting minutes: After the meeting, you can automatically generate meeting minutes, summarize meeting minutes, follow up on projects, voting results and other related data, according to the user's advance Export the set meeting minutes template.

Audit Trail: Audit trail allows administrators to track user activity and record any modifications, ensuring proper use of the system and mitigating potential risks.

Board portals can promote efficient collaboration, enhance governance practices, and enable the organization to continuously optimize and improve board governance capabilities.