Technology gives businesses some great opportunities. Today companies can maintain relationships with remote employees, partners, investors, and other third-parties. Also, a lot of processes can be done by programs that were created for the specific needs of modern firms. One of the technologies that became vital for companies over the past few years is a virtual board portal. Thanks to video conference tools leaders of businesses can arrange virtual meetings that will save time and money for everyone. Add to it a board management software and you will be able to hold a thorough and productive discussion even if remote directors take part in the process.
Although this technology is seen as something that can be used only for corporate boards, nonprofit organizations also can profit from using it a lot. Needs and purposes of nonprofit leading teams are usually more complicated than ones that corporations have. So some providers of the board portal software even offer special solutions for nonprofit organizations.
What difficulties do nonprofit directors face?
Leaders of corporations are usually very busy and lack time to communicate properly with each other. Directors of nonprofit organizations are even more short on time since most of them have other full-time jobs. We also should remember that every leader is a living human who has their own life, family, and responsibilities that are not related to work.
That’s why providers of the board software develop different solutions having nonprofits in mind. Ultimately, the virtual boardroom eases the working process significantly helping directors to deliver projects in time and keep the communication productive regardless of how busy they are.
What is the value of the board of directors portal for nonprofits?
Just as corporations, nonprofits get a lot of benefits using this software. This technology allows holding virtual meetings without any complications. The virtual boardroom will let directors save some time even if they all are located in the same city. They will be able to discuss everything using some video conference software to talk and a board portal to have an access to needed documents. Therefore they won’t have to waste any time on the road – even if the trip to the location will take only a half an hour.
So the main value of the board app for nonprofits is that it allows saving time. Especially, if directors are located quite far away from each other. But it is not the only benefit virtual boardrooms bring such organizations.
The secure electronic storage solves a lot of issues
The fact that nonprofits are not here to earn some money for themselves doesn’t mean that the information of the organization can’t raise someone’s interest. So it is as vulnerable to theft or corruption as corporate data.
Providers of virtual board portals invest a lot of efforts in the protection of their services and data transfer ways. They used the strongest encryption possible to make sure hackers can’t get into the storage. To ensure they did everything right, vendors would usually ask third-party professionals to test the reliability of the security and give their honest unbiased opinion. Thus, the provider can guarantee its customers a perfect protection for their confidential information. And users can be sure their documents are safe.
Control who can access the data
The administrator of the virtual boardroom has a precise control over who can access the documents. The owner of the board portal controls even the level of access others have – who can just view files, who can edit them, who can leave comments. It helps to establish another layer of protection for the sensitive information stored in the electronic repository. And if the administrator has detected that something wrong is going on – they can cut the access to documents immediately. Also, the owner can see who was working with files, for how long and which exactly actions did the user perform with the document.
Unauthorized users, actually, don’t have any chance to get to your data stored in your virtual boardroom thanks to the two-factor authentication. It means that to enter the workspace the user has to confirm their identity. And it won’t be enough to simply type the username and the password in the right fields. They will also have to prove their identity usually by entering the randomly created code that is sent to their phone upon logging in. Or if the user is accessing the virtual boardroom using a smartphone, they can use a fingerprint authentication.
The virtual board portal offers its users convenient chats where they can discuss matters in a comfortable and safe environment. Also, leaders can create separate chats that will be invisible to others. There they can discuss some issues privately. Both public and private chats allow tagging documents in the message. To review the tagged file users will need to simply click on it.
Meeting management tools provided by this software
To choose the time for the meeting that will be convenient for everyone directors can use a voting tool. It allows to create a vote and see opinions of everybody. Also, using this tool, leaders can make decisions on minor matters.
Every meeting can be recorded and accessed later. It is very useful if someone wants to refresh their memory or get ready for the next event. Moreover, new or seasonal members of the board will be able to get a better understanding of what’s going on in the organization by studying these recordings.
Directors can create tasks during or right after the meetings and assign them to executives using the board portal. This feature allows to keep track of everything and make sure everything is done properly.
Virtual boardrooms can be a great solution for issues nonprofits face daily. This technology saves time, keeps all the documents protected and, most importantly, accessible. Also, it helps to invite third-parties to meetings without spending a lot of time providing them with documents.