Choosing the Right Technology to Improve Board Meetings

Executives expect new technology to give their company an edge against their rivals or increase their own efficiency. When it comes to improving the efficiency of board meetings, there are no one-size-fits-all rules for selecting the best technology, but a few tips can help guide your decision.

Read and Test for Yourself

Board communications involve multiple people who may be in different cities and all have busy schedules—software that can limit the amount of circular emails, eliminate the need for paper and keep notes centralized and accessible to everyone is indeed a powerful tool.

All board communication software has more or less the same objective, but they vary at the user-level. Is the software intuitive for non-tech users to use? Or does learning it require a time-consuming tutorial? The design of the product itself is a difference maker. You should be able to get the most out of the software, easily. See and experience it for yourself before your company makes its selection, but before you’re physically at a computer with this software, read credible testimonials. If you’re curious, stop by Aprio for more information about the latest in board communication software.

Devoted and Personalized Customer Service

All software may potentially encounter a hiccup—maybe there’s a glitch with the program itself (it happens to everyone!) or maybe some minor confusion could be cleared up with just a moment of someone’s time for clarification. Look for companies that offer personalized 24/7 tech support, train­ing or help. It’s great to get an actual human being at the other end of the phone, rather than a machine asking you to press this or that button if you want help in this or that department, but it’s even better when that person knows your name.

Protect Company Communications

Security is obviously vital when dealing with multiple people at a company handling sensitive information. You must have the ability to select who in your organization has access to what information. As far as external threats go, the right software will have layers of advanced security to protect against a breach, and in the event something does go wrong you must be able to remotely wipe any data that has been lost or stolen.

Remember, the goal is to worry about growing your business, not the security of your communications.

Price Versus Value

While the decision shouldn’t hinge on price alone, it’s always a factor. All things equal, of course it’s better to choose what costs less. But weigh all the features of the product against the price, rather than simply selecting the most inexpensive option. It’s about value. In the long run, saving a few dollars by using an inferior product won’t feel like a wise choice.

Keep Expectations Reasonable and Focused

While there may be a tendency to expect modern technology to create a new paradigm shift or drive large sweeping change, sometimes simply selecting the right software for one vital function is enough to make an important difference. Making sure you get the right software to improve board meetings will make them more effective, confidential and easier to conduct.

Don’t get overwhelmed by the pressure to use new eye-popping technology to transform every aspect of your business. Ultimately, the right tech for your business doesn’t have to revolutionize the world—it just has to perform a vital function well.


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    February 9, 2019

    Totally off-topic, but after reading this article I can’t get an image of the members of Kingsman on a meeting out of my head. 😀 They had glasses on that helped create the atmosphere of a real meeting by projecting people’s holograms. Now THIS would be really useful.

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      Daniela Bucatele

      February 10, 2019

      Eric, I’d say it’s very much related to the topic! Unfortunately, we aren’t at that stage of progress, but who knows what future holds!

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    February 12, 2019

    Great tips, Daniela!

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    February 15, 2019

    I second you on the 24/7 tech support, preferably with a human solving the problem. A friend of mine complained to me recently that his company couldn’t hold a decent meeting in 2 days because of software issues!!

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      Daniela Bucatele

      February 16, 2019

      Oh, Jack, that’s a perfect example of the importance of quality support. Maybe your friend’s company had a big issue with their software, but sometimes it takes days to only wait for help. So this is an important point that companies should research before buying the chosen software.


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