Board Portal Purchase Evaluation [Free Interactive Guide]

board portal software purchase evaluationBoard portals help organizations streamline communication, centralize institutional memory and evaluate performance.

With the right technology in place, staff members can significantly reduce the amount of time needed to schedule board meetings, track RSVPs and compile meeting materials, and board members can easily access important documentation and resources in one central location.

The challenge lies in finding a solution that fits your organization’s mission, board and budget. We’re here to help! Seamlessly navigate the board portal comparison and selection process with our three-step purchasing guide.

For an in-depth walkthrough, download the complete interactive workbook.

1. Define Your Needs

Start with an assessment of your current board management processes to help you identify redundancies, inefficiencies and/or opportunities for automation. Use this as a jumping off point to document an ideal future state and goals you’d like to accomplish.

During this process, consider too all the stakeholders and systems that will be impacted by a change in process. On the personnel side, this includes both staff and board members, so be sure your future state aligns with their expectations in terms of performance, functionality and integration.

This planning phase is also a great time to set your budget and timeline. Understand the current costs associated with existing processes in both administrative time, and paper, printing, binding and shipping costs of board and committee materials. In doing so, you can better justify initial technology costs and make a strong ROI case.

2. Compare Board Portal Platforms

Once you know what you need, start comparing platforms against your list of necessary and nice-to-have features. As you reach out to vendors for demos, we recommend creating a side-by-side comparison of functionality, so you can quickly see at a glance which solution will provide the most value to your organization.

Also be sure to include notes on the user interface, platform flexibility and pricing structure so that you have a full picture of each option available.

3. Choose the Right Vendor

Just as important as features is the vendor itself. Be sure that the partner you choose is a good, long term fit with financial stability, a solid reputation and industry expertise.

Also consider the provider’s training and maintenance options. Especially if you have a large or complex board, it’s helpful to have support during the installation and onboarding process to make sure that your organization has a smooth transition. 

Free Interactive Comparison Guide

Want help? Download our free interactive Board Portal Purchase Evaluation Guide for a detailed breakdown of each step in this process, including worksheets to help you:

  • Map your current board management processes.
  • Document board member expectations, and identify goals.
  • Record stakeholders and ancillary systems that will need to interface with the board portal.
  • Create your implementation timeline.
  • Map total expenses of current processes, including both labor and paper costs.
  • Compare board portal software functionality across vendors.

If you are considering a board portal for your organization, this guide is your first step.