The benefits of a meeting portal for educational establishments

Many educational establishments are still dependant on the use of paper-based meeting packs for their Council, Senate or Corporation meetings. This can be time consuming and an expensive task to collate, print and dispatch these large documents, which can consist of several hundred pages. Even with the use of email to distribute papers, documents are still unsecure and require a large degree of organisation.

A growing number of educational establishments in the UK are using a meeting portal such as BoardPad for a more cost-effective, secure and efficient way to manage and conduct meetings. Shown below are some of the benefits of embracing technology to provide paperless meetings.

By using templates and dashboards highlighting the required steps and processes, meeting organisers can streamline the administration required in running an efficient meeting.

When organising meetings through a meeting portal, administrators upload all of the required information and documents quickly and easily through a central portal. This allows the senior leadership teams and governors to access the meeting documents they require through their devices.

As Gill Dallimore, Manager of Corporate Administration and Assistant to Principal at Dudley College explains: “The time saving in the production of board packs has been considerable allowing administrators to concentrate on other tasks.”

Digital meeting portals allow for amendments to meeting packs to be done right up until the meeting is held. Meeting administrators just have to upload the amended document, thus syncing with the meeting members’ devices, ensuring everyone is up to date, and they have the latest information to inform their decisions and complete actions.

Prior to and during the meetings, papers and documents can be easily annotated and saved by all members through their devices. This also allows meeting attendees to look back at the previous meeting papers ensuring actions, notes and tasks which they wish to refer to, can be tracked and followed up.

All meeting participants can also, quickly and confidentially, record their votes from within the meeting or from any location, online or offline, through the use of resolutions. Meeting organisers are able to control the timing of document delivery and the voting process, allowing them to issue draft versions and indicate when the votes are due and the voting is closed and then collate and record the results.

Reading Rooms provide a centralised library for all documents, for both private individual use and company wide distribution and collaboration. This allows members to access and refer to additional documents that are not included within the meeting pack to help them make more informed decisions. They are able to annotate, share and mark documents as favourites so they can go back and read them at a later date. The Reading Rooms are all encrypted ensuring a high level of security.

If you would like to learn more about board portals, please contact us now to find out how BoardPad can help you and your organisation.