Many organizations have experienced major challenges in operations since the beginning of 2020, when COVID-19 hit the world hard. Organizations have been forced to source for industry-specific opportunities available in the market, to ensure that work continues effectively, albeit differently.
Boards provide the crucial function of steering and providing oversight to organizations. Before the pandemic hit, boards would meet in-person in board rooms to discuss and make decisions in person, as was tradition. Prevailing conditions have challenged this, and now organizations have opted for tools to facilitate virtual meetings which offer more than virtual video calls do.
Below are some of the ways e-board solutions have facilitated seamless continuity of board meetings and operations:
1. Capability of Virtual meetings
Board meetings can now be virtual, meaning that board members can meet remotely via E-Board solutions such as On-Board. They bring people together via the internet, even when they are socially apart. This means that board members can attend board meetings from the comfort of their homes or remote work stations. All they need is a smart device and a strong, reliable internet connection, plus the E-Board solution. It is easy to navigate and use, is very secure and is pocket friendly. It is therefore gives users a pleasurable experience, regardless of their level of IT experience. Their partner in Kenya and East Africa is Coseke Limited.
2. Security of board-specific information
The agenda for discussion in board meetings, as well as the goings on in the board meeting are often private and confidential. It is important that this information is closely guarded at all times, to ensure the integrity of the board meetings. E-Board solutions offer strict privacy features to achieve this. It also has access control features, only allowing the board members to access the information. Additionally there is the read-only access control feature, which is also a security feature. This means that every activity undertaken on the platform is recorded in a detailed format, indicating the person who acted, at what time and from which device or location.
3. Storage and easy access of corporate information
Information can be stored and shared easily from a central location online by the board members with the aid of the company secretary. This means that should a board member need any specific information e.g. Minutes of a previous meeting, the agenda for a coming meeting, they can access it independently without the need to contact the secretary to get it.
4. Easy edit and authorization
The board can actively work on important documents and make any edits required in real time. This is a major time saver of board meeting proceedings. Additionally via E-Board platforms, the board can authorize documents electronically via the e-signature capability, again in real time.
5. Reports and Alerts
On-Board is created to give all-round convenience to board members. It therefore not only interacts with board members when they are actively using the platform but also when they are not. For example, it can send automated alerts to board members via SMS or email. These alerts could be in regard to the next board meeting, assignments or deliverables to be discussed during the next board meeting as well as any announcements by the company secretary of the board. This ensures that the board members are on the same page at all times.
In conclusion…
The prevailing conditions are no reason to put a pause on board meetings. On the bright side it is only a challenge that has forced the ICT industry to develop better and more efficient ways of working, one where social distance is not a challenge.
For more information on E-Board solutions, feel free to send an email to sales.ke@coseke.com
