How to Assess Your Board Portal Provider 

A board portal is an essential tool for businesses today, streamlining the process of preparing and running meetings, as well as following up afterwards. However, not all board portals are built the same and your business might find that the platform you use might not be serving you as well as it should.  

When you find the right meeting management tool for your business, it can improve collaboration, create transparency in your processes, add accountability to stakeholders, save time and effort for administrators, aid meeting preparation, facilitate better decisions and ensure they are brought to fruition. If your current portal isn’t living up to expectations, it is time to look for a new solution.  

This article will help you assess the effectiveness of your current board portal and understand whether your business will be better served by switching providers.  

Technology

If your current portal lacks, for example, compatibility with all the devices your stakeholders use, integration capabilities or collaborative tools, it’s a sign that an upgrade is overdue. A new board portal can align with today’s need for flexibility and seamless connectivity.

Questions to ask:

• Does the platform offer mobile and offline access?
• Can it integrate with essential tools like document management systems?
• Does it provide real-time collaboration features such as live document annotations?

User experience

If tasks like sharing documents or setting up meetings require constant troubleshooting, it’s time to switch to a more intuitive solution that prioritises user experience and simplicity.

Questions to ask

• Is the interface intuitive for all users, including those who are less tech-savvy?
• How easy is it to complete essential tasks like sharing documents or scheduling meetings?
• Are there demo options available to test usability before committing?

Security

Inadequate security is a serious concern. A modern board portal enhances peace of mind with features like robust security protocols, two-factor authentication and remote data wiping.

Questions to ask

• What security protocols does the provider follow?
• Does the platform comply with regulations like GDPR or other relevant standards?
• Does it offer robust AES 256-bit encryption and is user access control included?

Collaboration

Boards often need to work together between meetings, but some platforms might not support features like document annotations, live discussions or real-time updates. Switching to a board portal with better collaboration tools improves efficiency and decision-making.

Questions to ask

• Can stakeholders annotate documents within the platform?
• Is there a dedicated streamlined workflow for document approvals?
• Can users add digital signatures to resolutions and other documents?

Remote and hybrid work

The shift towards hybrid and remote meetings has exposed the limitations of many legacy systems. Some more modern systems also still rely on users using external apps alongside their portal, such as Zoom. If your board portal struggles to support video conferencing in-app, mobile access or offline functionality, it may be holding your organisation back.

Questions to ask

• Does the platform provide an integrated video conferencing tool?
• Is it optimised for remote and hybrid meeting setups?
• Can users access files and functionality remotely?

Efficiency

If your current solution doesn’t streamline administrative tasks like preparing board packs, recording and distributing minutes or tracking action items, it’s costing your organisation valuable time. A new portal can automate repetitive tasks, freeing up resources for strategic work.

Questions to ask

• Does the portal include templates for board pack preparation?
• How much manual effort is required for routine administrative tasks?
• Can you monitor the progress of action items?

Compliance and governance

Some systems may lack proper tools for record-keeping or store their data in other locations, leading to potential compliance issues. Switching to a new portal ensures your board can successfully meet all governance requirements.

Questions to ask

• Does the portal meet the requirements of GDPR for data protection?
• Does the platform allow for secure record-keeping and creating audit trails?
• Are there features to monitor and report on governance metrics?

Integrations

If your board portal doesn’t integrate with key systems that you already use in your regular workflow or document management platforms, it can lead to inefficiencies. 

Questions to ask

• Which third-party tools does the portal integrate with?
• Can it sync with productivity tools like Microsoft 365?
• Can you place legally valid digital signatures without leaving the platform?

Costs

Many platforms come with hidden costs, like charges for additional features or a pricing structure that doesn’t scale well as your organisation grows. A new board portal can offer better value by bundling essential features into a more predictable and transparent cost structure.

Questions to ask

• Is the pricing structure transparent and scalable?
• Are all essential features included in the base cost?
• Are there additional costs for technical support?

Support and training

Switching providers is a complex process, so reliable customer support and user training are essential for a seamless transition. Ensure the provider offers adequate onboarding assistance and ongoing support.

Questions to ask

• What type of customer support is available?
• Are training sessions, user guides or tutorials provided?
• How responsive is the support team when it comes to resolving technical issues?

Why choose iBabs as your next board portal?

iBabs is a user-friendly and feature-packed board portal solution that is built with security as a priority. Key features include:

• Work from anywhere: Use iBabs on any device, in the office or on the go, even offline.
• Cloud-based collaboration: Access the latest versions of documents and collaborate seamlessly with your team.
• Simplified meeting preparation: Create agendas and meeting minutes with ease using templates and distribute them directly in the portal.
• Remote and hybrid meetings: Conduct secure meetings without relying on external apps, with built-in voting and action tracking functionality.
• Enhanced security: Our robust, ISO-certified processes, along with features like AES 256-bit encryption, two-factor authentication and remote data wiping, ensure compliance and peace of mind.