How to Transition to Paperless Board Meetings

Boards have been forced to switch to remote and digital technology to support their workflows since the start of the pandemic. Although many boards are still considering using board management software, they still require direction on how to install and incorporate a paperless solution into their work processes. Concerns about what is involved, who will be affected, and how these changes will be implemented may exist.

Perspectives on Organization

Obtain the board’s and the top executives’ “buy-in.” The benefits of using a board portal range widely, from cost and efficiency considerations to security issues. To kick off the process, think about whether a formal (or informal) business case has to be given.


Designate a person to investigate and determine whether implementing a board meeting management solution is appropriate. Eventually, this person (or group) can assume ownership of the transformation effort.

The key is research. Ascertain that the meeting solution being examined satisfies fundamental and baseline needs, including security, accessibility, cost, scalability, functionality, and customer support.

Download our buyer’s guide to make sure you have the correct inquiries ready for the buying and evaluating process. This is a thorough document that may assist you in comprehending the fundamental characteristics your board portal ought to have, the queries any provider of board management software ought to address, and the advantages the paperless solution ought to offer.

You should investigate and assess board portal providers using the information you have. To ascertain whether the product is a good fit for the board, don’t be afraid to book a product demonstration.

Informational Needs

Ensure that all board members have access to gadgets that will enable them to utilize the board management solution effectively. Consider whether the company will supply these gadgets or whether a “Bring Your Own Device” policy is in effect. The good news is that the majority of board portals available work on most Internet-connected devices, including computers, tablets, and mobile phones. Board members have the freedom to use equipment that they are accustomed to using.

As appropriate, designate a person to collaborate with the maker of your board management software to create a change management and roll-out plan for your board.

The board administrator, business secretary, or project champion often serves as the leader of this (if they are not one and the same).

When it comes to getting ready for meetings, there will be modifications. Start the process of digitizing and moving board documents on the platform for board meetings. The platform ought to serve as the board’s sole single repository. When employing the solution, board administrators and administrators can anticipate saving a considerable amount of time. Our most recent case study showed that there was a 50% reduction in the time needed to prepare for board meetings.

Implement user permissions now. Fine-grained file permission settings are possible with board management software like Boardlogic by Praxonomy, guaranteeing that only the proper persons have access to the right files. Concerns about secrecy or conflict of interest are addressed here.

Enactment and Support

Think about when the initial roll-out will occur.

To arrange board member training sessions, work with the company that provides the board site.

It is not necessary for the switch from a paper-based to a digital, paperless board workflow to be a time-consuming, difficult, and expensive procedure. But it is impossible to ignore the risks.

User adoption will be sped up and a return on investment will result from a straightforward but efficient paperless transition process. More importantly, though, a successful implementation process guarantees that the board can govern in a way that is safe, long-lasting, efficient, effective, and compliant – all of which are crucial in light of the dynamic business climate of today.