Not all meetings are fruitful. According to Workfront, unproductive meetings consume 8% of an employee’s time — disrupting their workflow. This issue arose when businesses were still holding traditional pen-and-paper meetings.
To cut off all the hassle, using the right board meeting software can make the switch to paperless meetings easier. Continue reading to learn more about why such a tool is worth the investment.
Benefits of Going Paperless with Board Meeting Software
Now that board meeting software is readily available in the market, you can save the hassle of printing documents and unnecessary preparations during pre-meetings. In fact, a statistic shows that companies using paperless board meeting software save as much as 90% of their time annually preparing for meetings.
Aside from saving time on preparations, using board meeting software saves money for businesses. How? It boosts employee productivity. A study conducted by Deloitte showed that employees were more productive during the pandemic. The reason for this is that on-site work does not extensively use collaborative software. And because employees work from home, they can fully use the software and maximize their time — reducing unnecessary communications and unproductive meetings.
Reduces the amount of paper use
Because businesses are now in virtual meetings, this also means that most meetings are going paperless. And there are several benefits to it. To begin, you can reduce the amount of paper you use. Going paperless for meetings can save you up to $10,000 per year. It will save your business the cost of buying ink, binders, papers, folders, and other materials essential to meetings.
Improves collaboration
Video conferencing alone can be insufficient at times. It is critical for businesses to collaborate while holding meetings. With the presentation control feature, users could sync the page, present, and pass presenter options. It also allows you to open documents without switching to different applications. This eliminates the possibility of people talking at the same time.
Secure document access
A disadvantage of printing documents is that businesses do not have control over who has access to them. However, one advantage of paperless board meeting software is the ability to control the information that is distributed. Security features such as an audit trail may assist you in monitoring the activities that have occurred in your portal. You will have access to those who have downloaded documents.
Avoid distribution hassles
Distributing documents to participants consumes too much time and poses risk. Meeting packs delivered by courier may cause issues, especially if the document is lost and delivered to the wrong person. Doing it online reduces the likelihood of it happening.
Create a sustainable future
Businesses are committed to building a sustainable environment for future generations. Going paperless is one way of doing it — saves cost and the environment at the same time.
Selecting the Correct Paperless Board Meeting Software
To keep up with the digital transformation, it is critical to digitalize business processes, including meetings. And, in order to select the best software for your organization, you must consider a number of relevant features.
Ease of use
When it comes to technology, not everyone in a company is an expert. It is critical that the software you are about to select does not cause problems for your coworkers. It should be intuitive and simple to use. Considering a board software application that can be opened on a multi-platform would be a big help.
Collaboration tools
Collaboration is essential during board meetings. Your chosen board meeting software must have collaboration tools such as presenter controls, annotations, video conferencing, page synchronization, and many more. This allows more interaction and collaboration, leading to better decision-making.
Security Features
Companies that digitalize their business processes do not eliminate the risk of cyber attacks. Choosing a board portal software that is secure and capable of protecting your privacy should be a top priority. Your business must consider key security features.
Fortunately, some software like Convene offers these stringent security features. Convene has role-based access control to protect documents from unwanted users, an audit trail feature to track any suspicious activities, and a document repository that only your company has access to.
Go Paperless with Convene
Convene makes it simple to host virtual meetings. In addition to its hassle-free board meeting preparations, Convene allows paperless board meeting collaboration through its different tools that can be utilized during meetings. An example of this is the live meeting feature which permits you to update documents in real-time. It also allows users to present while videoconferencing. Overall, Convene allows multitasking without sacrificing the quality of meetings.
Convene boasts its integrity and its background as an IT Organization. It always does its best to achieve customers’ expectations. The software offers 24/7 customer support that can help businesses if they encounter problems with the system.
The transition from traditional pen-and-paper meetings to virtual meetings does not have to be difficult. You simply need to identify the specific features that you need. And if you are looking for a board portal that is reliable, trustworthy, and easy to use, then Convene is the right board portal for your organization. Request for a demo now.
Bob is the Sustainability and CSR Advisor at Convene. During his tenure in many environmental organizations, he has helped businesses in upholding corporate social responsibility by reducing consumption and waste. Bob is an advocate of environmental sustainability and, as part of his practice, imparts information and tips on how people and organizations can go green.
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