Meeting Preparation: How a Board Portal Can Help
By Allix Beckmann, June 06, 2019
As many board members and executive staff who have worked
closely with a board will know, preparing for a board meeting takes a
significant amount of time. Often, the preparation takes up much more time and
attention than the actual meeting. It’s easy to focus attention on the
preparation leading up to a board meeting, and neglect the meeting itself. These
details often get forgotten, but what happens during the board meeting is just
as important— if not more—as the preparation leading up to it.
But anyone who has served on a board already knows this
issue exists. What is less common knowledge is how to fix it.
A board portal and its features, designed to ensure a smooth
meeting, can be the missing tool to ease the preparation process and
during-meeting facilitation needs. The right board portal will do the work for
you— so you can participate in the meeting without any distractions.
There are many features that will make preparing for, and
attending, your next board meeting easier. Automatic notifications,
specifically, play a large role in that. With RSVP notifications, you can let the meeting organizer know if you
plan to attend directly within the board portal app. You can also add comments
if it’s a special circumstance, instead of just responding “Yes” or “No”. Meeting published notifications will
alert you when a meeting goes live, so you can start reviewing meeting
documents when it’s convenient for you.
Personalize your board portal in settings to choose whether
you’d like to see your meetings open in a calendar format or a scrolling list. A side-by-side feature uses your app
in wide-screen or landscape orientation to have the agenda and accompanying
documents appear next to each other on your screen. This allows you to see the
document being discussed without losing sight of the agenda, eliminating lost
time searching for documents.
Want to remember specific discussion points during the
A board portal lets you easily add notes to the agenda directly
within the app, without having to open, edit, and save a document to your
device. You can also add annotations within documents for more detailed notes. If
you know you need to make an important decision at the meeting, you can participate
in agenda item discussions ahead of time with other directors who are using the
app to prepare. Also, eSignatures and document approval features free up
time spent signing or voting during the meeting, allowing more time for
It might be convenient to use one device at your office,
another at home, and possibly another at the meeting. With an updated app utilizing Advanced Features, using different
devices isn’t an issue because your notes and annotations will be available on
them all. Switch between as many devices as you need, and your work will be
saved for you.
A Load All feature allows you to access secure local copies of the meeting content on your
device, even when offline. If there are ever any problems with the WiFi or
internet connectivity at a meeting site, this feature enables the meeting to
continue as planned since everyone’s documents will already be on their
devices. If you have a large board and experience issues with everyone
downloading documents at the same time, this feature would eliminate any
Interested in testing out any of these features?
Learn more about the benefits of BoardPaq and how it can
help you prepare for your next board meeting here.