Paperless Board Meetings: Expert Tips and How To’s

Boards benefit from more than just technological efficiency when using a digital board book. Below are 10 benefits of going paperless with an electronic board book: 

1. Time-saving 

Preparing paper board books is a time-consuming operation for administrators. Board members also spend countless hours reviewing them before a meeting. However, with an electronic board book, board directors can review the information in real time and instantly share it with other meeting participants. 

2. Cost-effective 

A digital board book is economical in the essence that it frees up a lot of time, money, and manpower involved in the preparation and running of the meetings. For instance, the costs of distribution, printing, photocopying, among others, simply go away. 

3. Instant Access to Documents 

Meeting files, often a bulky, thick stack of papers,  no longer create a physical burden. Instead, with the convenience of smartphones, laptops, and tablets, you gain immediate and 24/7 access to digital board books with just a few clicks. 

4. Simplified Process 

Board book preparation and distribution have never been more streamlined than now. Secretaries and administrators are no longer expected to manually gather, print, photocopy, and distribute meeting materials to board members. 

Instead, a board portal and digital board book automates and simplifies preparation and distribution to allow admins time to concentrate on achieving other organizational objectives. 

5. The Digital Age 

In a world where almost everyone is digitally connected, it’s no surprise that younger professionals (Gen-Z) and their Millennial counterparts increasingly prefer digital tools and automated solutions. Even so, all workers, regardless of age, tend to welcome new technologies to streamline operations. 

6. Workforce Productivity 

Imagine trying to reproduce board books to incorporate last-minute meeting agenda changes. Honestly, updating paper board books was a draining and demotivating task for administrators. The development of electronic board books allows a smoother flow and better accuracy while ensuring documents stay up to date. 

7. Enhanced Security 

Physical paper board books can easily get stolen, damaged, or lost. They may even get corrupted with misleading information if they fall into the wrong hands. Going paperless with electronic board books is more secure since digital papers are usually encrypted and protected with additional layers of security. 

8. Better Meeting Organization  

From live presentation tools to supporting extensions, a digital board book is an all-inclusive tool with features that allow better organization and effective board meetings. The platform facilitates the creation of effective meeting agendas and management of the meeting. 

9. Easy to Track 

Thanks to action-item trackers and other collaboration tools integrated into an electronic board book, monitoring user activity is a no-brainer. From document authorization access to meeting attendance, it creates accountability and improves audit and document safety. 

10. Environmental Concerns 

Amid the need for sustainability and the demand for companies to embrace green initiatives, going paperless with digital board books has never been more important. Less paper consumption and reduced carbon footprint make your organization environmentally-aware and responsible.