Convene as Your Secure Document Collaboration Software: How can it help the company?

In today’s digital era, protecting the data and sensitive information of customers must be an utmost priority for companies. A small data breach would cost a business millions of dollars and could destroy the reputation that it has built since day one. Many companies are now investing in board management software to prevent data breaches. This platform enables enterprises and companies to conduct smoother yet safer operations, from task collaboration to board meetings.

Convene, one of today’s top board management software, is designed to offer secure document collaboration and meetings without compromising flexibility and affordability. Find out below how Convene does this.

Choosing Convene As Your Secure Board Portal

When choosing collaboration software, it is also important for companies to consider the ease of use and the security they offer. Hence, Convene offers a complete package that gives solutions to every problem that a company may encounter during meetings, may it be on-site or virtually. Convene, in general, offers security and collaboration features that could minimize the threat of potential cyber attacks while performing your tasks.

Seamless Meetings with Convene’s Collaboration Features

Some employees found it difficult to adjust when their companies switched to remote setups. Some of them are dissatisfied with their jobs, while others are distracted. This happens to board members as well.

Convene, thanks to technological advancements, enables businesses to hold interactive meetings and board sessions among their stakeholders at their convenience. Because of its collaboration features – such as Live Meetings, Review Rooms, and Document Library – presentations, brainstorming, voting, and other meeting agendas can be addressed easily.

Aside from allowing enterprises to conduct live meetings, businesses can take advantage of other features before, during, and after meetings. Here are some of its extensive capabilities.

• The Agenda Builder feature allows meeting organizers to upload documents easily. They can also assign presenters and set duration per agenda item.
• Meeting Publisher allows you to schedule one-day, multi-day, or recurring meetings. It saves system owners the time of scheduling new meetings. Once the meeting is published, participants will get notified.
• Meeting attendees can also make Annotations. It enables participants to leave comments and suggestions, which can then be synced across the board in real-time. It helps in collaborating on documents before and during meetings.
• The Video Conferencing feature permits meeting participants to connect with those in other locations. Convene supports multitasking, which is a plus. This means that users will be able to participate in videoconferencing while taking notes or sharing annotations.
• Meetings would be incomplete without the taking of minutes. That’s why Convene offers a Minute-Taker feature to assist secretaries and administrators in recording meetings and notes. Users can also generate meeting minutes drafts to assist secretaries in finalizing them before sending out to the participants.
• With Review Rooms, directors can review, approve, and sign documents. It allows a streamlined approval process for proposals, projects, and other meeting agendas.
• Convene allows users to make Action Items and track them. They can assign a person for the task and put a deadline for it. To ensure that no item is overlooked, the system will send reminders to people with deliverables through email or notification.

Companies are granted to have complete control over their systems. Users will have the ability to customize their experience. From changing company logos to limiting users’ access and a whole lot of other options, Convene’s meeting and collaboration features made board meetings interactive and hassle-free.

Convene’s Security Features for Collaboration

To keep pace with digital transformation, it is essential for companies to invest in a secure and accessible board portal. Convene’s document library is a centralized document repository that can assist businesses in storing documents without worrying about their security. With Convene, documents can be safely stored and are accessible to people who have been granted permission to view them. Every time there is a need for a specific document, they can easily access it at any time. Users can even upload an updated document and will instantly appear to other participants.

Once documents are uploaded to their own document repository, businesses will have more control over them. They could use watermarks on their documents and restrict access to particular employees. This is an important feature because if businesses rely on printing documents and sensitive information is leaked, it will be difficult for the company to track it.

Some documents require signatures during board meetings. That is why Convene supports e-signatures on documents. Convene will ask for credentials before allowing the user to sign the document, in that way users won’t have to worry about fraudulent signatures.

Apart from these features, Convene also has Audit Trails. It lets users monitor the activities that have been happening on the company’s board portal. From members who signed in to a list of people who downloaded documents. It includes the date and time the users performed the action. This permits board members to check for any suspicious activity.

Convene is supported by both cloud hosting and on-premise hosting. This means, even if the employees are working remotely, they can still join and get the assurance that their data and privacy are safe. Convene partnered with Amazon Web Services (AWS), the leading cloud service provider to detect, prevent, and defer any cyber-attacks. Convene also offers cloud data segregation. This means each client is given their own cloud environment that is protected by firewalls that only specific ports and addresses are allowed.

Banks and government agencies, for example, hold sensitive and delicate information. Because of this, Convene provides on-premise hosting. Convene can provide consultations on how to implement on-premise hosting, which is a feature not provided by other vendors.

Shifting to digital is a risk, but it helps a company attain the competitive advantage it needs. Now that board meeting portals are readily available in the market, enterprises should invest their hard-earned money in this software to have a secure meeting, and a collaboration that permits employees to interact and create a productive discussion.

Get your 30-day free trial of Convene and see how it can help your company transition to secure collaboration.