Board portals can be tremendous assets for nonprofit organizations that face ineffective board/committee meetings, as they:
- Allow board and committee members to easily view agendas, responsibilities and meeting schedules.
- Enable timely communications amongst members.
- Consolidate all information in one intuitive platform.
- Encourage member participation and collaboration.
All of this results in increased board engagement. Below, we outline four steps to make your meetings more meaningful and effective with a board portal.
1. Provide Easy Access to Meeting Materials
Portals allow for easy and secure access to important documents, bylaws and information. By storing these essentials in one central location on the cloud, members can access needed materials anytime and anywhere. This helps them come to meetings more prepared or better stay in the loop if they can’t attend.
In addition, document management systems within the portal make it easy to assemble, organize and update information and meeting packets. Not only does this benefit your organization by consolidating information, but it is also environmentally friendly compared to printing informational packets.
2. Centralize Meeting Schedules and Automate Reminders
Board portals centralize meeting schedules with an organizational calendar and RSVP capabilities. A built-in function automatically sends meeting reminders, helping members commit to appointments. The management system also keeps track of attendance, giving you insight into active and dormant members.
3. Encourage Real-Time Feedback
An embedded voting module allows for real-time motions to be decided upon and recorded for archive purposes—thus helping to alleviate slow board agendas.
4. Assign Responsibilities Based on Skills
Unplugged talent is a common cause of low board engagement. To combat this, board portals keep track of members’ specific talents and connections for easier integration and task assignments. Current rosters, biographical content, contact information and special skills of members are all easily accessible.
Tap into this database before and during meetings to ensure that all members are actively participating and contributing—instead of relying on only the most active members to volunteer time and again.
Member management tools also document member expectations, financial contributions and engagement statistics.
Technology Leads to Engagement
Adopting technologies such as a board portal is an essential move in the right direction toward more effective board meetings. This software allows boards to be better informed, which in turn enables them to make more qualified decisions.
What tips do you have for more effective board meetings? How has technology helped you streamline communications and administrative tasks? Share your experiences in the comments section below.
For more on increasing board engagement within your organization, download our free ebook, Maximizing Board Engagement and Effectiveness.
Image source: Festival of Faiths Louisville via FlickR