4 Shortcomings of a Printed Board Packet

A paper-based board packet for meetings sets plenty of limitations for a corporate board, especially one with forward-thinking directors. And out of all the shortcomings of a paper-based board meeting, the biggest is the physical constraint it puts on mobility.

What are Board Packets?

First and foremost, board packets are packages of documents and reports that are used by board directors for their board and committee meetings. These board packets are each composed of hundreds of pages and are generally very bulky.

Board packets have become a necessary packet needed for board meetings, however they do have their shortcomings as a printed pack of documents.

Board Packet Logistics

The limitations begin with the board packet itself. Corporate secretaries print out pages after pages of meeting files and put them in a folder or bind them in a book. The more pages are included, the heavier the board package gets. This alone already poses a problem with sending out the copies to all directors. Delivery fees for heavy board packets do eventually add up when done regularly, using up a significant portion of the budget in the long run.

To compute the cost of using printed board packet logistics, here’s a handy paperless board meetings calculator.

Portability

In terms of portability, a printed board packet is not exactly easy to carry around, either. Directors are often on the go, so they can’t be expected to take a heavy board pack when they travel. They either have to endure the heavy load or simply leave it somewhere, which makes it useless.

The problem is multiplied if a director sits on multiple corporate boards and therefore, receives multiple board books as well. They can’t take all these board packs with them, so some will be left behind untouched on their desk. Especially for busy directors, these packets are too cumbersome for them and can even hinder their work.

Security of Packets

As for security, there isn’t simply enough to protect a printed board pack. Security measures are merely preventive, but not reactive. A board package can be protected from loss or theft by keeping it under lock and key, but once it falls in the wrong hands, all bets are off. Board packets can also easily be accessed by just destroying the locks.

The board packet itself can be easily misplaced among the numerous people that the packet passes through. What’s worse is that the contents of the package can be destroyed if not handled with care.

A digital board packet or solution, on the other hand, has several options for security such as encryption, authorization, and automatic data purging that protects the content of the package from outsiders.

Meeting Logistics

Then there’s the actual board meeting to think of. Paper-based board meetings still call for face-to-face interactions, and for directors with packed schedules, finding a common denominator for their free time is a challenge. But even when a schedule is finally agreed upon, the next points of concern are the venue, transportation, and accommodation. Again, these things can eat up a big portion of the budget. If they didn’t, then the MICE (meetings, incentives, conferences, and exhibitions) industry wouldn’t exist. But it does exist, because there’s big money to be earned when there’s such a high demand.

This isn’t to say that directors should never have to meet face to face simply because there’s technology that allows them to meet virtually, such as using a board portal software. According to a Forbes study, Business Meetings: The Case for Face-to-Face, eight out of ten executives still prefer meeting people the traditional way as opposed to meeting them in a technology-enabled way. The results of this study go to show that the demand for face-to-face board meetings isn’t going away — at least, not any time soon.

—

Nevertheless, an electronic board meeting running on a board meeting app or software offers a kind of flexibility a paper-based board meeting can’t. Companies that want to cut costs will save on travel expenses, while directors who are in remote locations will still be able to participate via an iPad or Android tablet.

In the end, a technology-enabled board meeting serves as a viable alternative to — and not necessarily a replacement for — face-to-face board meetings. It enables directors to have more options, making it easier for them to do their jobs and focus on what’s truly important, which is thinking of ways to improve their company.

One such software is Convene, which is a board meeting app that digitizes board packets and allows board directors to collaborate virtually. Discover how Convene can help your organization’s boards become more efficient and digitalized.