Board Portal Sotware​

All the information about board portals in one place: learn more about board portal, find top providers rating, use cases, and selection guide 

What is a Board Portal? 

Board portal is a digital tool designed specifically to host meetings. Initially, it was created so that the board of directors could effectively plan the strategic development of the company or discuss critical issues. 

Today, board portal software could be used not only by C-level professionals but also by all members of the team to run meetings, share related documents, set goals for a certain period, define tasks and control their execution. 

Top 10 board portal software providers: 

BoardMaps Board Portal | iDeals Board Portal | Diligent Boards | Nasdaq Boardvantage | Boardeffect | Pervasent | Nasdaq Directors Desk | Azeus Convene | Board Intelligence | BoardPaq |

BEST BOARD PORTAL SOFTWARE

Our rating
Provider
Ratings
Description
Profile
Top 1
BoardMaps clear logotype
Capterra logo
5.0 / 5.0
G2 logo
4.8 / 5.0

The value of BoardMaps is specifically high for Boards & Committees due to the simplifying of fiduciary duties, improvement of board governance, and communication between the board and staff. Both executive and operational meetings could be led out to a whole new level of effectiveness.

2
iDeals logo
Capterra logo
4.9 / 5.0
G2 logo
4.7 / 5.0

This software can be compatible with different OS, though it’s primarily tailored for iPad users. All information is synchronized as soon as Internet connection is established. Another thing that makes iDeals stand out from the crowd is that it’s available as both a classic program and a cloud app based on Microsoft Azure.

3
diligent logo
Capterra logo
4.7 / 5.0
G2 logo
4.5 / 5.0

Diligent leverages various analytics tools for watching reports and getting valuable information. The software gives a perfect insight into who, how, and when accesses business materials. To top it off, there’s a great search tool for finding the necessary document in a few clicks.

4
Nasdaq Boardvantage logo
Capterra logo
4.3 / 5.0
G2 logo
4.5 / 5.0

The solution is available as SaaS and cloud application, it is compatible with Windows and Mac, as well as iOS and Android. Offline viewing of documents is possible, which makes it convenient to use even if there’s no Internet connection. Users value Boardvantage flexible pricing policy and a wide choice of tariffs.

5
board effect
Capterra logo
4.8 / 5.0
G2 logo
3.9 / 5.0

Such platform as BoardEffect can be useful for the entire team, not only directors and managers. It has the whole gamut of useful instruments, such as board books and scheduling, archives for storage of business documents, convenient search tools, voting, messaging, and notifications. It is available as a cloud and on-premise application is compatible with Mac, Linux, Windows, as well as mobile phones.

6
board intelligence logo
Capterra logo
5.0 / 5.0
G2 logo

Software from Board Intelligence goes as a cloud solution only. However, it means that users can access the platform from any device (it’s compatible with desktop and mobile devices on iOS and Android). The platform features all essential tools like polls, messages, document handling, collaboration, calendars, and so on.

7
Pervasent_boardpapers logo
Capterra logo
5.0 / 5.0
G2 logo

BoardPapers is a perfect solution for a company of any niche. It can be integrated with other platforms like email agents and social media sites, which makes it versatile. Like other apps, it can be used from different devices and offers a myriad of useful tools.

8
convene logo
Capterra logo
4.7 / 5.0
G2 logo
4.7 / 5.0

Want a non-expensive and tool-rich solution? Pay attention to Convene from Azeus team. It features all essential collaboration and document management tools, as well as push-up notifications and annotations. Voting is also possible.

9
BoardPaq logo
Capterra logo
4.8 / 5.0
G2 logo
4.5 / 5.0

BoardPaq leverages the voting system, messaging, collaboration, document management, and so on. It goes without mentioning 3-level access settings, 256-bit encryption, and personality verification tools – all for unbeatable protection of business data.

10
nasdak-logo
Capterra logo
4.0 / 5.0
G2 logo
4.0 / 5.0

Directors Desk is used by thousands of industry-leading companies thanks to an exceptional level of security (TLS encryption and two-factor authentication are implemented). The redundant servers are located in Canada, the USA, and the UK, so users don’t experience problems with connection or data loss.

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BoardMaps Board Portal



THE BENEFITS, USE CASES AND TIPS FOR CHOOSING BOARD MANAGEMENT SOFTWARE

A study of the University of North Carolina shows that 71% of workers claim meetings are valueless and time-wasting; 62% state that meetings fail to provide a chance to weld a true team. 

These numbers reflect the fact that although the business space has changed drastically but companies keep using outdated yet familiar operational tools. Teams around the globe are absorbing flexible methodologies to handle rapid market changes. Such an approach requires a new way of running meetings as well. 

New tools such as board management software — also known as board portal — assist in structuring and running meetings to make them quicker, safer, more efficient with clear and predictable results.

What is a board portal?

Board portal is essentially a universal collaboration tool that keeps all employees on the same page and at the same time remains flexible and manageable. With a board portal, a team of any size can effectively engage in strategic management and tactical planning.

Another advantage of the board portal is data security. 

Modern board portals allow users to create various meeting rooms along with document folders and directories and share granular access to them for chosen users or in bulk. All connections are protected by advanced encryption protocols that make it impossible for third parties to access events or documents. This is especially important in the context of recent Zoom and other data leakage cases.

However, when choosing a board portal or considering to use this tool, it is important to understand there are two options on the market: SaaS and hosted board software.

SaaS board portal

SaaS allows you to access the software on-demand via the Internet: the user pays only for the number of seats which are actually used or for the tools that are included in the package with no need to install special software or purchase individual licenses. 

The most important advantage of a SaaS solution is its flexibility. If a business needs to increase or cut the number of users or used functions, this can be done in a few clicks.

The disadvantages of SaaS solutions include weak customization for the needs of a particular company: a SaaS board portal is quite typical. Yet, it can be customized via the settings sections to meet the company’s expectations.

Self-hosted board portal

An alternative for SaaS is a hosted solution. When favoring this approach, a business fully owns the board portal: each user of the system will need a separate program that will interact with a common database, which, in turn, is also stored on the company’s servers.

Compared to the SaaS solution, the self-hosted board portal requires a significant investment at the very beginning. In addition, this solution implies monthly payments for system maintenance — payment for servers and team salary for software maintenance and customization. 

Board management software by end user

Currently, the SaaS option is more popular on the market. Therefore, our rating and further details are focused on this particular solution.

How to use board software for meetings

The main advantages of using the board of directors software

The main advantage of such software for business meetings is that it structures the event.

There is an agenda, meeting notes, and a live voting. All these options allow business teams to make meetings more productive. 

Here is a shortlist of the benefits that the board room provides:

  • Intuitive user experience. The meeting software is simple enough so that users with minimal tech experience can use it comfortably.
  • User management. A simple interface for inviting participants, flexible access settings with the ability to share documents and allow attendees to participate in voting. The access level can be adjusted for all meetings as well as individual events.
  • Meeting documents. The latest versions of documents, presentations, and spreadsheets are available to all participants in the meeting, regardless of the device they used to enter the portal. Top meeting platforms have no restrictions on the number of documents that can be shared within the solution. Moreover, C-level members can take notes, share, and discuss them in private at the meeting with no access for other attendees.
  • Access to the right tools. Easy management of agendas, notes, documents, discussions, polls, and board meeting minutes.
  • Security. Top class security protocols allow users to share the most essential documents with meeting attendees.
  • Goal setting and control. The task setting tool can set reminders to better organize the process.
Board portal advantages

How to organize a meeting in the most effective way

There is a framework that allows a business to conduct the meeting as efficiently as possible. This framework is built from the experience of companies that actively use board software on a daily basis:

  1. Define the goal of the meeting.

  2. Review the attendee list.

  3. Set the agenda so every attendee has its own time slot to present.

  4. Share necessary files.

  5. Add tasks to discuss.

  6. Send invites to each attendee or in bulk.

  7. Run a meeting. If necessary, set up live polls.

  8. After the meeting, collect feedback on the meeting itself, analyze all the bottle-necks that appeared during the meeting, and, if necessary, upgrade this framework to meet the requirements of your business.

Board portal for remote work

After the coronavirus pandemic, remote work and paperless board meetings have become a strong trend across different industries. 

In early April 2020, MIT conducted a study among 25K Americans. The study discovered that 34% of respondents began to work from home during the lockdown. Another 15% worked from home before COVID-19. Altogether, about half of the US adult population who currently work remotely.

As many large companies (e.g. Facebook, Google, etc.) during the coronavirus outbreak have developed programs, according to which some employees will continue telecommuting, post-outbreak, the proportion of people who telework will no longer return to the pre-crisis 15%.

The issues of remote work

E-commuters participate in more meetings weekly as opposed to those working from office: 14% of remote employees have over 10 e-meetings every week (as opposed to only 3% of on-site workers). On-site workers spend 11% more time in up to 10 meetings per week, and those who prefer mobile work spend 11% longer in 11+ meetings per week.

In the meantime, there are a number of disadvantages linked to telework that businesses are trying to solve. 

Most of these shortcomings relate specifically to meetings, transparency of communication, and productivity when it comes to telecommuting. Here are some numbers that illustrate these statements:

  1. The meeting set up is 36% harder.

  2. Preparation in advance is 35% more difficult.

  3. Audio and video quality is 26% less satisfying.

  4. IT issues during meetings are 18% more challenging.

  5. Interruptions or being talked over are 11% more common.

  6. Staying focused during meetings is 11% more exhausting.

Remote workers also mention a lack of communication and engagement with co-workers, some difficulty in participating in remote meetings. Simultaneously, managers of all levels experience difficulty in managing remote employees.

Board portal solves some of these problems by default thanks to basic platform features:

  1. The meeting set up is 36% harder.
  2. Preparation in advance is 35% more difficult.
  3. Audio and video quality is 26% less satisfying.
  4. IT issues during meetings are 18% more challenging.
  5. Interruptions or being talked over are 11% more common.
  6. Staying focused during meetings is 11% more exhausting.
  7. Lack of communication/engagement with co-workers.
  8. Difficulty participating in meetings.
  1. Meeting setup takes only a few clicks
  2. Preparation in advance is easy with flexible document sharing and voting functions.
  3. Audio and video quality is specifically designed to be an efficient tool for attendees with any type of internet connection.
  4. Simple software is a piece of cake even for unadvanced users.
  5. The “dedicated minutes” feature allows every attendee to speak freely.
  6. Structured agenda allows everyone to stay on the same page.
  7. Meeting notes, voting, and tasks help attendees to communicate with colleagues in a proper way.
  8. Few clicks and you’re in.
Board management software solves major meeting problems

Top board portals rating

There is a list of the most reputable platforms with millions of users and thousands of tech products like Capterra or G2Crowd. They provide board portal comparison for businesses that are looking for a particular software. Most corporate users use these sources as their primary step when choosing a board portal solution. You can add as many tools in your comparison table as necessary to look for the best fit. 

Another advantage of using these platforms is their use of peer-to-peer reviews from companies worldwide. It’s a great chance for product hunters to comb through both positive and negative feedback from current users. These platforms also provide users with regular reports showcasing the best solutions.

Some of the teams behind the products displayed by these platforms also show screenshots of their products’ interface and share useful videos like demo videos or video testimonials.  

However, it is better to evaluate software with even more precision considering the niche of board management software. It helps businesses to get a more detailed picture of whether it suits their internal processes.

BOARD SOFTWARE PROVIDERS' EVALUATIONS

BoardMaps clear logotype
5.0 / 5.0 4.8 / 5.0 5.0 / 5.0
iDeals logo
4.9 / 5.0 4.7 / 5.0 4.9 / 5.0
diligent logo
4.7 / 5.0 4.5 / 5.0 4.7 / 5.0
Nasdaq Boardvantage logo
4.3 / 5.0 4.5 / 5.0 4.3 / 5.0
board effect
4.8 / 5.0 3.9 / 5.0 4.8 / 5.0
board intelligence logo
5.0 / 5.0 5.0 / 5.0
Pervasent_boardpapers logo
5.0 / 5.0 5.0 / 5.0
convene logo
4.7 / 5.0 4.7 / 5.0 4.7 / 5.0
BoardPaq logo
4.8 / 5.0 4.5 / 5.0 4.8 / 5.0
nasdak-logo
4.0 / 5.0 4.0 / 5.0

Below you’ll find a comparative table of standard features the board portal software is rated by among the majority of comparison providers vs. features we use to form a rating on our website:

Features which the majority of comparison services use to rate board portal softwareAdditional criteria we use to rate board portal software on our website
  • Management of:
    – Agenda
    – Attendees
    – Invitation
    – Documents and materials
    – Minutes
    – Travel
    – Voting
  • Meetings involving:
    – Board
    – Committee
    – Internal teams
    – Legal teams
  • Action Item Tracking
  • Meeting Preparation Tools
  • Meeting Room Booking
  • Post-Meeting Tools
  • Scheduling
  • Mystery shopper
  • Insider information from current users of different board portal providers
  • Evaluation of customer success and support teams
  • User reviews on social networks and on less popular platforms than capterra.com, g2.com
  • UX (usability) analysis conducted by independent researchers

Board Portal Vendors Rating by Customer Service

BoardMaps
93%
Diligent
86%
Aseus Convene
80%
Board Intelligence
74%
BoardPaq
72%
iDeals
91%
Nasdaq Boardvantage
81%
BoardEffect
77%
Pervasent
72%
Nasdaq Directors Desk
70%


The state of the board portal market

The global market of board portal software is growing. 

The particularly rapid growth of virtual boardroom popularity has become possible thanks to the swift development of cloud-based technologies. 

As we mentioned before, this allows companies to not only use SaaS or self-hosted solutions but even create cloud-based in-house products. The single issue that self-hosted and self-made solutions can not yet cope with is security: these options are much more affected by MIM (men in the middle) breach than protected SaaS platforms.

This has brought about the emergence of security-focused solutions that make cyber attacks impossible. Such platforms gain considerable traction worldwide. The Global Board Portal Market was valued at $2.48B in 2018 and is expected to hit $10.43B by 2026, growing at a CAGR of 20.15% in 2019-2026, says the Verified Market Research. The growth is likely to accelerate even more due to the pandemic.

Use cases for board management tools

A large number of manufacturers globally make the global market for board portal software  highly fragmented. There are big and small providers that work with LE or SME. That’s why today there are board portal use cases for any industry and company of any size.

Board meeting software for commercial organizations

Commercial organizations use board portals to have these obvious benefits: the ability to run meetings seamlessly regardless of where team members are located. For the past decade, these tools have been, for the most part, utilized by global brands, but today a wider range of SMEs choose employees by their skill set rather than their geographical location.

Here are a few commercial global brands that use board portals tools:

  • easyJet
  • Clarks
  • Tesco

Board management software for financial institutions

Financial organizations use such software because of its security and convenient sharing of documents:

  • VP Bank
  • The Royal Bank of Scotland
  • America First Credit Union
  • Tesco
  • Suncorp
  • Louisiana Land Bank
  • Community First Credit Union
  • AndBank
  • Barclays
  • 1st Bank

 Board software for healthcare organizations

Healthcare organizations use board portals to collect, organize, and prioritize data. Today’s healthcare organizations need to leverage data governance so that it gives them the information they need to provide quality healthcare in ways that are efficient, safe, and cost-effective.

  • Gwinnett Medical Center
  • The Princess Alexandra Hospital
  • Australian Red Cross (The Power of Humanity)

Board portals for nonprofits

Nonprofits mostly employ tools to manage meetings to improve the distribution of meeting papers, saving staff time and cutting expenses for printing meeting materials. The main reasons for utilizing board portals are the following: to reduce costs on paper materials delivery, cut the time to print paper docs before meetings and shred them afterwards (like X applications for Y panel members per meeting).

Here are some of the non-profit organizations that use board portals on a daily basis:

  • The Wolfson Foundation
  • World Habitat
  • Commonweal Housing

Board management software selection guide

When choosing a board management provider, businesses need to pay attention to whether the offered features comply with their company’s requirements. This is important for businesses of any size, from any country and industry.

  1. Define your business needs: who will be using the board portal, how often, which processes it will cover, etc. 
  2. Identify must-have features for the board meeting room your business will use often: live voting, document sharing, meeting minutes, etc. 
  3. Set a budget range your company is ready to invest in a board portal.
  4. Define a list of board portals that meet the points 1-3 above.
  5. Shorten the list to top ten providers and collect additional data on them such as reviews on forums, social media, and other platforms.
  6. Select top three board portals, talk to their reps, and sign-up for a free trial to find out which one suits your needs better than others.

It’s important to ensure that a tool you are choosing is a good fit, as its implementation will require financial investments, as well as the time and emotional resources of your team. Therefore, take your time, make lists, look for the first-hand experience and measure the efficiency of the chosen solution every step of the way. It’s essential for large businesses as they need to train many employees, which means dozens of wasted working hours in case of a failure. 

Meanwhile, if the tool is a good fit, it brings enormous value in terms of time, funding, and the emotional state of your team. 

Board portal selection guide

Conclusion

A high-quality board portal improves communication inside the team, builds transparency and engagement, enhances team relationships, allows important data to be distributed across all the meeting attendees, and keeps a meeting-to-meeting progress log. 

Another benefit of using the board portal is a document library that grows during board or team meetings and keeps all parties that are related to the business on the same page. 

To conclude, the importance of the board meeting portal is a new way for every modern business to efficiently host meetings and, therefore, run business operations in the most efficient and reliable way.