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Wednesday, September 20, 2023

Why It’s Time to Say Goodbye to Paper-Based Board Meetings 

A board meeting is an essential part of the board of directors’ work. During board meetings, board members usually analyze performance, make decisions, and discuss steps that should be taken for a company to follow the strategy and grow.

Often, the effective work of the board can be complicated because of the peculiarities of offline board meetings. Offline paper-based board meetings could be too costly and make the decision-making process less straightforward. That’s why a virtual paperless meeting solution comes in.

Only in 2021, 81% of companies tried to adopt digital technology on all executive levels.

Let’s find out how a virtual boardroom can improve the board performance in this article.

The shift to virtual boardrooms

The transition from physical board meetings to virtual ones has been a gradual yet transformative process. It has been driven by a combination of factors, including the need for greater efficiency, the growing complexity of business operations, and the COVID-19 pandemic’s disruption of traditional work settings. Virtual boardroom offers a host of benefits that a paper-based meeting simply cannot match.

Virtual board meetings are convenient. Board members can participate from anywhere in the world, eliminating the need for travel and saving valuable time. This flexibility ensures that board members can actively contribute to discussions and decision-making without being physically present.

What is board portal software?

Central to the success of virtual board meetings is the utilization of board portal software.

Board portal serves as the digital gateway to board meetings, providing secure access to essential documents, agendas, and communications. Board portal software is designed to streamline the entire board meeting process, from preparation to post-meeting follow-up.

This is how Archer Smith, CEO, and director with experience in research and development and expertise in dealing with virtual board room describes the importance of board management software for effective corporate governance: “Tools like board portals not only allow for conducting meetings virtually and making them paper-free but also encourage effective collaboration among the board members which inevitably leads to the improved decision-making.”

Benefits of using a board portal software as a paperless meeting solution


  1. Efficient document management. Digital boardrooms allow for the seamless distribution and storage of meeting materials. Board members can access documents, reports, and presentations with ease, eliminating the need for physical copies and reducing the risk of confidential information falling into the wrong hands.


2. Enhanced collaboration. Online board meetings facilitate real-time collaboration among board members, who can share their insights and make informed decisions without delay. Features like live chat, annotation tools, and voting capabilities enhance the quality of discussions.

3. Improved security. From the moment the board materials leave the printer, the only security is the physical building and the key personnel tasked with its creation. The distribution of the materials is then placed in the hands of various third parties, who are now handling your most sensitive board materials. Digital board meeting solutions prioritize security. They offer robust encryption, multifactor authentication, and access controls to ensure that sensitive board materials remain confidential. This level of security far surpasses the protection offered by physical documents.

4. Sustainability. The adoption of paperless meeting solutions has significant environmental benefits. Reducing the consumption of paper and ink not only lowers costs, but also aligns organizations with sustainability goals. In an era where corporate social responsibility is a top priority, transitioning to paperless board meetings is a meaningful step toward reducing an organization’s carbon footprint.


5. Time and cost savings. The printing, binding, and shipping each month and for each director quickly adds up. Combined with the real cost of labor for the compilation and review of each director’s materials, you can easily see costs rising to maintain your papered office. Virtual board meetings via a board management software save valuable time and resources that would otherwise be spent on organizing physical meetings, including travel expenses, meeting room bookings, and administrative tasks.


The days of paper-based board meetings are numbered, thanks to the advent of virtual boardrooms, digital board meeting portal software, and paperless meeting solutions. These digital tools have revolutionized corporate governance, enhancing efficiency, accessibility, and sustainability.

Say goodbye to paper-based board meetings, and welcome the era of digital, online board meetings — a transformation that promises to drive organizations toward greater success and sustainability in the years to come.

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