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Portals Transforming the Meeting Administratora��s Role

How Portals Are Transforming the Meeting Administratora��s Role

We have been asked by a number of people to compile our recent series of blogs into one. So here it is!

Paper-Based Chaos

Preparing for a Board of Directors meeting can be a daunting task for meeting administrators and company secretaries. With theA�average board book being 219 pages long, administrators face the labour-intensive challenge of having to collate all the necessary information before printing, copying, distributing, editing and redistributing all this material. This is a time-consuming and potentially error prone process. However, with the emergence of board portals, such as Ebikko MeetingManager and mobile devices like the iPad, this process of paper-based chaos has changed dramatically.

Improved Quality of Work

First and foremost, board portals improve the quality of work that administrators and company secretaries produce. Due to the ever-changing nature of board meetings, meeting administrators are often put in the position where they are producing or editing meeting materials at the last-minute. This is an unenviable position, as all attendees need to have the latest versions of the relevant meeting materials. When this is the case, the primary focus inevitably shifts to ensuring that the latest board books are produced on time, with the possible consequence being a compromise in quality.

As a result of this process, too much room is left for human error in the creation and distribution of meeting materials. This is no fault of the meeting administrator, as it is simply a result of this paper-based, labour-intensive process. However, the advancement of board portal technology now provides meeting administrators with the opportunity to eradicate this paper-based chaos, and replace it with an extremely simple solution.

The features delivered by board portal applications, such as Ebikko MeetingManager, helps to shift the meeting administratora��s focus away from the panic of ensuring that board books are distributed on time, to one where they can focus exclusively on the quality and content of their work. As this is a digital solution, meeting documents can be distributed by simply uploading them onto the application in order for attendees to access them anywhere and anytime. Meeting attendees then have the option to view these documents online or offline, make any necessary amendments and reupload them onto the application. This ensures that everyone has the latest documents whilst also improving communication amongst meeting members.

Without doubt, this truly simple digital solution streamlines the entire meeting process of creating, distributing, editing and re-distributing documents. This ensures that meeting administrators do not have to worry about any last-minute changes and can focus exclusively on the quality of their work.

Good Corporate Governance

Moving to a digital board portal has the distinct advantage of improving the speed and quality of meeting administration. In addition to this, moving to a paperless solution helps administrators and company secretaries to achieve their primary objective; facilitating good corporate governance.

In the pre-board portal years, meeting administrators or attendees would have to manually sift through reams of paper when looking for a document from previous meetings. Clearly this is a highly inefficient process and it draws great parallels to the old saying, a�?ita��s like looking for a needle in a haystacka�?. However, with the advancement of board portal technology, those days are now gone.

Meeting administrators and company secretaries can now track documents from previous meetings extremely easily as a result of the storage and search capabilities of board portals. This makes it much easier for minutes from previous meetings to be used as reference points, as they can be accessed almost instantaneously. Ultimately, this fast recall of information leads to better informed decision-making amongst directors, as well as allowing the meeting administrator to effectively fulfil their obligations.

Alongside the rise of digital, we are also experiencing huge increases in regulation in the modern era. The looming threat of huge fines, reputation damage and criminal charges means that it should be of great importance for companies and company secretaries to take every step necessary to ensure compliance. Board portals, such as Ebikko MeetingManager, are specifically designed for this reason. Meeting documents are stored through the application, leaving a highly traceable audit trail of activity for compliance and legal purposes. Information on who said what and when, is all stored safely. Ebikko MeetingManager also allows company secretaries to easily manage their document retention policies by setting reminders on when to review, archive or destroy their records.

Security and Confidentiality

Ensuring that sensitive meeting materials remain confidential and secure is extremely important to everyone involved in the board meeting process. In particular, administrators and company secretaries bear the weight of responsibility for guaranteeing this. However, traditional paper board books are susceptible to being lost in the ways that all physical objects are; being stolen or misplaced. As a result, confidential and sensitive information is always in serious risk of being discovered by external parties.

Moving to a paperless solution eradicates this risk of physical objects being stolen or misplaced. Additionally, board portals tackle the issue of cyber-security and confidentiality head-on by providing sophisticated levels of data encryption, which ensures that critical board information is protected. For example, Ebikko MeetingManager encrypts all meeting documents to a military-grade standard as well as encrypting data transmission to the standards that banks use.

Meeting administrators using Ebikko MeetingManager also have the ability to control user access to meeting materials, in order to fit with that particular usera��s authorisation. Information can also be set to expire after a certain time period or amount of views, thereby safeguarding documents from getting into unauthorised hands.

It is clear that board portals, and in particular Ebikko MeetingManager, place great importance on preserving confidentiality and security. By utilising a range of user-friendly but sophisticated security features, meeting administrators can be assured that sensitive information is truly protected.

Disaster Recovery

Meeting documents are also susceptible to being destroyed through disasters such as fires and floods. Wea��ve all seen the paper mountains that are inherent within company secretariesa�� offices, where all it would take is for a spark to ignite a huge loss of documents. Moving to a paperless solution therefore ensures that meeting administrators can breathe easily knowing that their information is secure from any disasters.

Simple & Secure. Efficient & Effective

As can be seen from this blog, board portals are not only transforming the ways in which meetings are administered, but also the job functions of administrators and company secretaries. By improving the speed and quality of meeting administrative work, encouraging good corporate governance, and preserving security and confidentiality, this disruptive technology is truly changing the industry. Whilst some meeting administrators may view moving to a digital solution as a big step from their current processes, we have ensured thatA�Ebikko MeetingManager has been built to provide a seamless user transition to a simple & secure solution for efficient & effective meetings and communications.

Contributed by Zachary Liew

Image courtesy of LuisA�LlerenaA�- Unsplash.com

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