Paperless Board Meetings

What are paperless board meetings?

As the name indicates, paperless board meetings are those that, well, do without paper. Rather than thumbing through reams upon reams of documents soon to be bulking up your archives (or creating potential security liabilities as office waste), attendees access meeting materials digitally, on laptops, tablets, or even their phones.

This is enabled by paperless board meeting software, which brings in a handy stack of tools to help board members access content easily, synchronize their work, and conduct a series of other meeting-related tasks.

Flexible, agile, and waste-reducing, paperless board meetings help shorten the gap between planning and action, allowing you to collect signatures, conduct surveys or polls, and create meeting-based assignments, among other possibilities.

How does paperless board management software increase meeting efficiency?

Paperless meeting solutions are trendy for good reason. Where classic, paper-heavy meetings originate stacks of material to be filed away, paperless board meeting storage takes up zero office space. Where a traditional meeting stalls because a key document is nowhere to be found, paperless board documents are just a keyword search away.

And that isn’t all. Security, economy, flexibility, integration, speed — paperless board meeting solution does better than its traditional counterparts in every respect.

Traditional, paper-based meeting Paperless board meeting
Security Physical files are hard to keep track of and can be lost, misplaced, or stolen. Files are encrypted and can only be accessed by board members.
Economy The costs of paper and printing, as well as sending and storing material, add up over time. Storage and sharing are included in your paperless boardroom.
Flexibility Working with physical files makes it hard to integrate meetings with a mix of present and remote attendees. Paperless meeting solutions allow remote participants to view files of all kinds, including media and graphics as if they were in the room.
Integration Tasks and activities originating from the meeting have to be created separately… Through paperless board management software, surveys, polls, meeting minutes, and other tasks are easily integrated.
Speed Preparing the meeting takes more time, as does finding and sharing content. Faster pre-meeting tasks such as inviting members and sharing important material. Faster retrieval of documents during meetings.

Tips for conducting paperless board meetings

Good paperless meeting management starts long before your board gathers in the meeting room. Here are a few things to have in mind.

  1. Employ a reliable paperless meeting solution. The options for paperless meeting management software are many, but with some research you’ll be able to home in on a solution matching your needs and budget.
  2. Make sure all participants are registered and have access to the meeting material. For that, you can send out automatic RSVPs before the meeting, asking board members to log in to the portal and check if there are no problems with their access.
  3. Share paperless board books well in advance. You can always make changes or add more content, as the board software will synchronize files across all users’ portals.
  4. If any documents need to be digitized for the meeting, remember to do so ahead of time.
  5. For document-intensive meetings, prepare a special folder beforehand so you can retrieve all relevant files easily, from one place. 
  6. Use the minute-generating function.
  7. Make sure there are no issues with internet access and speed in the meeting room. 

Some of the best paperless software will also allow you to use meeting templates, collect signatures, conduct surveys, generate automatic minutes, and more. With a little practice, you’ll soon be deploying these and many other handy, time-saving features — all with a few clicks (or taps).

Conclusion

As the Adobe sustainability strategist Vince Digneo says, “the greenest paper is no paper at all”. And as you can see, the eco-friendliness of the paperless movement is just one of the many reasons why it’s high time for your board to go paperless.