Step-by-Step Guide on Paperless Board Meetings: Benefits and Best Practices

Paperless board meetings became a reality thanks to advanced technologies. Digital tools help businesses be more efficient while staying focused on a daily routine.

The board portal market size is growing due to the increasing adoption of digital solutions, the need for enhanced security, and the drive for sustainable practices. As businesses seek efficient and secure ways to conduct regular board meetings and collaborate remotely, board portals offer a compelling solution that aligns with modern corporate governance needs.

Board portals also help reduce the environmental impact of paper production, which is a growing impact according to the U.S. Energy Information Administration. While paper production is among the most energy-intensive industries in the world, corporations can increase their sustainability by moving to paperless conferences.

This is why companies today prioritize going paperless for board meetings and switch to board portals. As a result, it improves the collaboration between board members and allows conducting board meetings online.

What are paperless board meetings?

A paperless board meeting is a meeting of a company’s board of directors that is conducted electronically, without the use of physical paper documents.

Instead of traditional electronic board meeting books and paper documents, all the necessary digital files are stored and accessed through a secure digital platform, known as board management software.

Paperless board books are designed for organizations in any industry that require structured and secure board meeting management, including:

• Corporate boards rely on digital board books to simplify decision-making and ensure secure document access.
• Nonprofits and associations use digital board books to enhance governance transparency and compliance management.
• Government agencies can implement digital boards to maintain structured meeting records while storing confidential records securely.
• Educational institutions use digital board books to manage governance more efficiently.

During paperless board meetings, directors can access, review, and annotate meeting documents, agendas, and presentations in real time on their electronic devices.

The use of paperless board meeting solutions promotes sustainability, as it reduces paper waste and the energy required for printing, storing, and distributing physical documents. Additionally, paperless board meetings can improve the efficiency of the meeting process and enhance communication among the directors.

To learn more about the specifics of paperless boardroom meetings, download our white paper.

Difficulties of traditional board management methods

Managing board meetings manually with printed documents, emails, and manual record-keeping comes with many challenges. These outdated methods complicate decision-making, create security risks, and make board administration more intricate than it needs to be. 

Here are some of the biggest difficulties organizations face with traditional board management:

1. Time-consuming document preparation. Preparing board materials manually takes a lot of time and effort. Administrators have to compile, print, and distribute physical board books, and when something changes, they have to redo everything.
2. Security risks and compliance issues. Paper documents and unsecured emails make it easier for sensitive information to be lost, stolen, or accessed by the wrong people. Traditional methods also make it harder to keep up with record-keeping rules and data security regulations.
3. Limited access and collaboration. Directors often travel or work remotely in different time zones, and paper-based systems don’t grant access to materials. Printed board books can’t be updated in real-time, and directors don’t have an easy way to share notes or discuss documents with paper board books before meetings.
4. Inefficient meetings. Without a centralized system, meetings can feel disorganized. Board members may struggle to find key documents, follow the agenda, or recall previous decisions leading to delayed actions. 
5. High costs and waste. As more organizations look for ways to cut costs and be more environmentally responsible, paper-based board management is becoming less practical.

Here are the top 10 reasons to switch to paperless meeting software:

1. Save time for board members

One of the biggest benefits of cloud-based board management software is that directors can use it to exchange updates and relevant documents and study those to prepare for a board meeting. 

Then, once the event begins, they can jump straight to the conversation and decision-making. No endless updates, no boring reports. Only collaboration and fruitful discussion that traditional board books cannot provide.

2. Reduce spending on each board meeting

Managing the board is impossible without wise budget management. As we’ve already mentioned, traditional meetings can be rather expensive. If you use paperless meeting software, you will at least cut spending on printing all those hard copies directors need for the discussion.

If you decide to hold a virtual event, the expenses will go down significantly as you won’t need to cover travel for directors. Instead of paying for the office space, accommodation, and travel, you’ll only need to pay for a paperless board meeting solution.

3. Improve the effectiveness of board meetings

The sole fact that boards won’t need to go through updates at the beginning of the meeting already means that they won’t get tired before the discussion starts. Therefore, they can think clearly as they’re not worn out by listening to the reports.

Additionally, board portals allow directors to create meeting agendas so that everyone can come up with some ideas before the discussion. A paperless meeting solution supplies members with different tools such as votes and polls that can improve the decision-making process. Beyond that, corporate secretaries can instantly distribute meeting materials before the gathering.

4. Enhance collaboration between board members and employees

Most board portal providers allow users to integrate this software with other business tools. Thus, it’s easy to connect the board portal to apps employees are using to synchronize the flow of paperless board documents and control the progress of tasks.

Paperless meeting software creates a smooth and centralized workspace for directors allowing them to stay in touch with employees even in a zero office space.

5. Focus the attention of board members

It’s hard for directors to remain connected to each other all the time as each of them needs to take care of processes that are running in their departments. Board portals allow them to communicate between meetings.

Then during the discussion, directors will have a better understanding of what’s going on. It means that they will be able to stay focused on the conversation rather than on studying the meeting materials and reports.

Also, such digital board meeting solutions help directors to stay aware of processes held within the company every day as most board portals allow users to create, assign, and track tasks.

6. Make it easy to access the information 

Paperless meeting management software can be accessed from any device and location as long as a user has an internet connection. This means that directors won’t experience delays or issues simply because they can’t receive a printed document. All the information uploaded to the board portal is easy to reach, and members can study it even on the go.

7. Protect your information

Data leaks are no joke. They are expensive, and they can cost a company its reputation once customers realize their sensitive data was exposed. So it’s crucial for a business to protect its information, and board portals are perfect for that. This software will let you hold paperless board meetings while keeping corporate documents reliably protected.

Malefactors can’t get into a board portal because providers secure their servers and customers’ repositories with encryption. For board members’ benefit and extra protection, directors get to use additional safety features such as two-factor authentication. Storing documents in the cloud is also more protected than ever, elevating the entire process of document management to the next level.

8. Make your board flexible

Are directors from your board located in different countries? Is someone on a business trip currently? No problem, just hold a virtual paperless board meeting using video conferencing software and a board portal.

Paperless systems allow us to be flexible as we become less attached to offices. Leverage this opportunity to hold a virtual board meeting even if some participants can’t physically attend it.

9. Improve your meeting management

Board portals supply directors with the ability to establish agendas, record minutes, hold votes, create and assign tasks, and other features that can improve the way your company manages meetings.

You might want to assign someone to control this paperless meeting solution so that everything remains organized. Then directors will never have to worry about lost information and forgotten tasks.

10. Be eco-friendly

This reason remains overlooked by many businesses. Nevertheless, it’s a very important benefit of paperless board meeting software. Such tools take away the need to print papers. Thus, you can reduce the carbon footprint of your company as you waste less paper.

However, the main issue our planet has with printing is printers themselves. When they work, they produce a lot of harmful emissions. So the less you print, the better. That’s how the board portal for paperless meetings will help you be more eco-friendly as you run your business.

Here you can find more info about paperless board software.

How to choose the right paperless board management software

Here are the factors to focus on when choosing secure board meeting technology.

Strong security and compliance

Security is essential, especially when handling sensitive board materials. Also, check how the system handles data retention and deletion policies.

Look for software that offers:

• Encryption for documents and data
• Multi-factor authentication (MFA) and single sign-on (SSO)
• Role-based access controls
• Independent security audits and certifications (like ISO 27001 or SOC 2)
• Options to store data in specific regions for legal compliance (GDPR, CCPA, etc.)

Automation and integration capabilities

Make sure it fits into your organization’s existing systems without a lot of extra work. The software should save time by simplifying your workflows with the following features:

• Easy-to-use agenda builder
• Automatic reminders for meetings or tasks
• Meeting minutes creator
• Integration with Outlook, Google Calendar, SharePoint, and other

Scalability for multi-entity and global boards

Scalability is crucial for companies planning M&A activity, international expansion, or a future IPO, so choose a solution that:

• Supports multi-entity board structures
• Offers localized language settings and time zones
• Allows segmented data views by region or entity
• Ensures cross-border compliance

Dedicated support and long-term vendor stability

Avoid vendors that lack transparency or seem unstable since this is a long-term choice. Instead, consider the company behind the software. Look for services such as:

• 24/7 customer support with fast response times
• A dedicated support contact or success manager
• A clear product roadmap and regular updates
• A strong reputation and a solid customer base

User experience and adoption strategy

An advanced feature set is meaningless if directors don’t use it. Choose a platform that balances functionality with simplicity. 

• Mobile access and offline availability
• Friendly and intuitive design
• Onboarding support and proper training materials
• Built-in help tools (like tooltips or short guides)

How to make paperless board meetings more effective?

To ensure your board meetings are productive and results-driven, explore the proven strategies outlined below. This section is presented in a handy checklist format, making it easy to reference on the go!

• Choose the right paperless meeting software
• Arrange group training sessions for all board directors
• Provide limited access to sensitive information
• Define clear agendas for a more efficient board meeting process
• Encourage active feedback from every board member

1. Choose the right paperless meeting software

Adoption of the right tools is crucial for productive virtual board meetings. However, choosing paperless meeting solutions is quite a time-consuming process. To choose the best software, evaluate:

• Security features for sensitive information protection (encryption, role-based access controls, activity monitoring, multi-factor authentication)
• Collaboration features (task assignment, progress tracking, deadline setting)
• Board meeting features (e-signatures, voting, board meeting minutes template creation, agenda items distribution)

To save time and effort, you’re welcome to our main page presenting the comparison of top paperless meeting solutions.

2. Arrange group training sessions for all board directors

Even if your board directors easily navigate the digital world, it is important to train your staff before implementing any new technology. This helps to ensure that everyone is proficient with the paperless software.

Consider various training options — from live demonstrations to video guides, helpful materials and FAQs. Arrange online training sessions and afterward ensure ongoing product support for a smooth adoption of the paperless meeting solution.

3. Provide limited access to sensitive information

When you invite board members and other experts to participate in discussions, consider providing limited access. Securely password-protect all files and use role-based access controls to make sure the level of board members’ access corresponds to their needs but not exceeds them. Keeping access controlled and secure will prevent the risk of data misuse.

4. Define agendas for a more efficient board meeting process

The success of an event is determined before a meeting begins. To ensure seamless and productive paperless meetings, it’s essential to have clear agendas.

• Create a clear and detailed agenda document and make it accessible to all board members by attaching it to the calendar invitation. This gives them time to review the information before the meeting while fostering a sense of ownership and engagement.
• Ensure quick access to schedules related to specific tasks to keep track of actions taken as a result of virtual meetings.
• Consider creating a dedicated space for agendas if your paperless meeting solution has this functionality.

5. Encourage active feedback from every board member

Obtaining feedback from users is crucial in assessing the effectiveness of a new tool. Allow for silent brainstorming sessions to give board members time to collect their thoughts and provide structured, objective feedback. Based on the information collected, make necessary modifications to improve the outcome of paperless meetings.

Future of paperless board management

Adopting paperless board meetings has become standard as organizations focus on digital transformation, operational efficiency, and sustainability. It’s well documented that leaders optimize governance processes and decision-making by replacing physical documents with digital systems.

Here’s what’s shaping the future of paperless board meetings.

Trend №1. Digital tools becoming the norm

Companies now allocate an average of 7.5% of their revenue to digital upgrades, with most of this investment coming from IT budgets. This reflects a growing recognition of digital tools as essential business resources. As organizations integrate more automation and real-time data, board meetings will become more efficient with board management software.

Trend №2. More tech-savvy leaders in boardrooms

Corporate boards include members with a specific understanding of technology and operations. In 2023, the percentage of board members with digital experience grew by 63% because companies require leaders who understand contemporary governance tools. This leads to increased use of paperless meetings, which coincides with greater boardroom operating efficiency.

Trend №3. Cybersecurity and data protection take center stage

Digital adoption has increased the need for stronger security and compliance measures. With stricter regulations in place, organizations must take a more secure approach to document management. As a result, the USA, Europe, Asian countries, and many other governments have already supplemented their data protection laws. 

Modern paperless board meeting solutions address these concerns by providing advanced security features, including encryption, multi-factor authentication, and built-in compliance monitoring.

The bottom line

• Board meetings are electronic meetings of board directors, also known as paperless board meetings.
• During paperless meetings, directors can access, review, and annotate meeting documents, agendas, and presentations in real time using only an internet connection and their electronic devices.
• The use of an electronic board meeting platform helps to reduce paper use, and energy consumption and improves meeting efficiency and communication between directors.
• The use of board portals also helps protect information from data leaks and enhances many essential processes, like collaboration, task tracking, meeting agenda creation, distribution, paperless meetings organization, minutes preparation, and much more.

FAQ

What is a paperless meeting?

A paperless meeting is a gathering that is held digitally or in person with the help of board management software. Directors use mobile applications to review documents, vote, sign, and present their motions.

What are the benefits of a paperless meeting?

The primary advantage of paperless meetings is convenience. Directors can access all the necessary documents from a centralized digital space without worrying about misplacing a file or compromising sensitive data. Paperless meetings are also more cost-efficient as they eliminate the need to print and distribute paperwork and gather all members in a physical location. 

Is going paperless an effective strategy?

Yes, going paperless for meetings has proven to be more environmentally friendly, globally oriented, and cost-effective than the traditional approach to board meeting facilitation.

What do you need for paperless meeting management?

You need trustworthy and secure board management software that meets your company’s requirements and budget.