As a company board member, director meetings can be filled with the monotony of flipping through page after page of company documentation. Now, company secretaries and directors have found a modern day solution to communicate their board materials via a web-based board portal.
A board portal is a digitized, secure communication and collaboration tool between a
company and its board members.
The initial purpose of a board portal was to provide a new way for directors to access company
board materials. The most common practice was using the portal as a centralized, web accessible
storage unit on a company Intranet or secure web directory. However, concern over accessibility
and security grew substantially and companies sought alternative ways to stay in touch with
their directors. From this, the board portal market was born. With the increasing need to adopt
new board practices to improve communications with directors and keep confidential information
secure, the idea of using a streamlined portal solution flourished.
The key benefit of a Board portal: Security
Security is the top priority when implementing a
board portal. You are entrusting a new partner to
control the delivery of the most sensitive information
of your business.
Top-level board portal providers allow for higher levels
of control over the accessibility and discoverability of
your shared board materials, unlike programs that are
geared towards an employee base such as an Intranet
provider. Board portals provide a dedicated space to
separate out this level of sensitive information and
allow you to minimize risk. Alternative delivery methods
of board materials susceptible to risk include:
Intranets also tend to have complex and complicated
accessibility control. The user has to depend on an
internet connection to access or view board materials.
Once the director accesses the information, they
are held responsible to download the files from
the Intranet which creates lack of control from an
administrator’s perspective if they lose the material
or change it without informing other users.
Similar to the Intranet, users have no control over
who is accessing the documents once they are downloaded
and emailed — and there is no guarantee the
intended recipient ever saw the material. If you are
sending the information to someone’s business email,
company file size restrictions may also create transferable
challenges, not to mention that information is
now stored on another companies’ server.
Board members tend to have email addresses via
Hotmail, Yahoo!, Google and other email service
providers which are more susceptible to hacking.
Print and Mail:
Print and mail is not only unsecure, it is expensive and
labor intensive. Often times, the total page count of
board materials can be 100-200+ pages with 20+
directors each receiving a binder resulting in additional
time and increased costs spent collating, packaging
So, what is the “Board portal” of today?
A board portal is a digitized, secure communication and collaboration tool between a business and their board accessible from a mobile device via multiple platforms. Ultimately, board portal providers own hosting facilities and data centers with the highest security protocols available, allowing administrators to upload their board materials securely to a dedicated space. Outside of security and safety, board portals also offer the ability to:
- Review, annotate and approve documents
whether on- or off-line
- Utilize single sign-on and consolidated views
when serving on multi-boards
- Access voting and survey modules
- Hold director to director communications
within a secure portal
- Key word search all board materials
To see the power of BoardWorks in action, schedule a demo today at cgsboardworks.com/demo-schedule
For a limited time, Computershare is offering free set-up as well as a 20% discount on annual fees for BoardWorks; exclusively for webinar and demo attendees.
Register our free webinar to learn more
We are pleased to present the features of our BoardWorks portal in this online demonstration. Choose one of the sessions at your convenience and get to know more the functions of BoardWorks.
Stay connected to the boardroom with BoardWorks
Managing your time and your board responsibilities is no easy task. Computershare’s board portal, BoardWorks, helps you work more effectively and efficiently via an intuitive app that’s simple and easy to use.