Overview
Many boards still run on email attachments, printed packs and shared drives. That approach makes it hard to keep track of the latest version of a paper, to see which actions are outstanding or to control who has access to sensitive information. Board meeting management software, often called a board portal or virtual boardroom, brings everything into one secure workspace: agendas, board packs, minutes, action logs, approvals and a library of key governance documents.
The software is only half the answer. To deliver real benefits, it needs to be set up around how your board actually works, and directors need to be comfortable using it. Our Board Meeting Management Software & Onboarding service covers both. We help you choose a suitable platform, configure it for your board and committees, design templates and train directors and administrators so adoption is smooth from the first meeting.
Who it’s for
- Growing businesses moving from email and paper to a more professional board process.
- Investor-backed boards with several directors, observers and committees to coordinate.
- Family businesses and charities wanting secure, simple access for directors or trustees.
- Company secretaries and board administrators looking to reduce manual work.
- Organisations that already have a board portal but are not getting value from it.
What’s included
- A short review of your current board and committee processes.
- Independent advice on selecting a platform that suits your size, budget and security requirements. We are not tied to any single vendor.
- Configuration of boards, committees, user groups and role-based permissions.
- Templates for agendas, board packs, minutes and action logs.
- Set-up of a governance library for key documents such as articles, policies and terms of reference.
- Training sessions for directors, with simple guides for less confident users.
- Training for administrators on building packs, managing access and recording decisions.
- Support for your first meeting on the new platform.
- A post-launch review to refine settings and processes.
Tip: Good software will not fix a poor meeting. Use the move to a board portal as an opportunity to rethink your agenda and board pack. Our guide on how to run an effective board meeting covers the essentials.
How it works
- Discovery call: we talk through how your board currently operates and what you want to improve.
- Requirements and selection: we agree requirements and recommend suitable platforms, arranging demonstrations if needed.
- Configuration: once you have chosen a platform, we set up users, committees, permissions and templates.
- Migration: we help move key governance documents and recent board papers into the new system.
- Training: we run short sessions for directors and administrators, tailored to their roles.
- First meeting support: we support your administrator in preparing and publishing the first pack.
- Review: after the first meeting cycle, we review feedback and fine-tune the set-up.
Deliverables
- A platform recommendation summary.
- A fully configured board portal with users, committees and permissions.
- Agenda, board pack, minutes and action log templates.
- A populated governance document library.
- Quick-start guides for directors and administrators.
- A post-launch review note with recommended improvements.
Pricing for setup and onboarding starts from £490 excluding VAT. Software licence fees are charged by the platform provider and vary by product and number of users; we will set these out clearly so you can compare options. This service pairs well with our governance advisory and compliance review and our virtual data room service.
Frequently asked questions
Is the software licence included in the price?
No. The price covers our selection, configuration and onboarding work. Licence fees are paid to the software provider, and we help you understand and compare these costs before you commit to a platform.
How secure is board meeting software?
Reputable board portals use encryption, role-based permissions, strict access controls and audit trails to protect sensitive board information. We configure security settings carefully and advise on good practice, such as multi-factor authentication, for directors’ accounts.
What if some of our directors are not comfortable with technology?
That is common, and it is one of the main reasons we include training. We provide short, practical sessions and simple guides, and we support directors through their first meetings until they feel confident.
