How directors can streamline governance

Experts explain why board portals play a pivotal role in streamlining governance processes and communicating more effectively and efficiently with directors. 

Boards handle some of the most sensitive and confidential information in any organisation, yet the unauthorised sharing of such information is alarmingly common due to administrative system weaknesses, according to Raphael Goldsworthy, managing director of Better Boards and the owner of board meeting organiser Our Cat Herder.

“The most common mistake is just adding someone’s email address who [the document] should never go to,” he says.

A major contributor is the inherent challenge of juggling multiple tools, email threads and document versions. A board portal can help prevent this accidental sharing of information and save time when managing agendas, minutes and other papers, and improve decision-making records. Security features like encryption, role-based access, multi-factor authentication (MFA) and transparency around data residency can protect an organisation’s reputation for safe data.

“Using a board portal means documents are never actually ‘sent’ at all,” says Steven Bowman FAICD, managing director of Conscious Governance. “Directors log in to access the latest version in a secure environment, removing the risks of forwarding outdated copies and unencrypted attachments.”

Unlike generic productivity tools such as  SharePoint or Google Workspace, board portals are purpose-built to manage sensitive materials, like financial reports, executive evaluations, and mergers and acquisitions (M&A) documentation. With end-to-end encryption, MFA and highly configurable access controls, they provide a level of data protection that general tools struggle to match. This is especially important for publicly listed or heavily regulated organisations.

“Many solutions also include automated reminders for key tasks, helping directors and governance professionals stay on top of critical deadlines, reporting requirements and action items,” says Bowman. “These systems minimise confusion, eliminate the need for scattered communications and ensure directors are always working with the most up-to-date information.”

Data security imperative

With hybrid governance on the rise, boards are increasingly recognising the value of having a secure digital platform to streamline board management and enhance communication among board members.

“Boards are under increasing pressure to make timely, strategic decisions while upholding strict compliance standards,” says Bowman. “As organisations evaluate the digital tools supporting their governance workflows, the use of purpose-built board portals is becoming a clear differentiator.”

However, he adds, while there is growing market interest in AI-powered features for board portals, adoption among directors remains cautious. “This is particularly due to the highly sensitive nature of board documents and the critical need to maintain absolute data security and confidentiality.”

Goldsworthy says AI can produce massive time savings — such as drafting board minutes, providing summaries of lengthy reports, integrating ESG reporting and risk dashboards, and providing analytics on board engagement in real time.

Board portal Our Cat Herder has spent the past couple of years extensively testing AI and building customised LLMs for minutes generation and board pack summarisation and analysis. However, Goldsworthy does not recommend a carte blanche approach to adopting it.

“We think company secretaries need to be cautious and considered about utilising AI features. Many large providers are jamming them into their products as quickly as possible, but the fact is, due to the fundamental way they work, LLM-driven AI will always have the potential to spit out inaccurate information (hallucinations).”

A  significant number of company secretaries have reported AI usage can in fact increase their workload, thereby negating the promised benefit of reducing it. Similarly, paying for all the bells and whistles of a board portal may not be necessary.

“We see many users who just want the basics — a secure and easy-to-use platform to get the job done,” says Goldsworthy. “Boards need a portal that provides well locked-down permission and is straightforward for directors to use. Many other features are just nice to have.”

Better communication

Vulcan Energy uses its portal for all its company board-related communications, including board and committee packs, agendas, minutes and other reference materials. “As a sustainability-focused company, this not only reduces the need for hard-copy distribution, but also assists with version control,” says company secretary and general counsel Daniel Tydde.

“We also have board directors based interstate and overseas — in the UK and Germany — so the ability for them to access the same information at the same time is beneficial. Our portal also extends to management of our employee share plan and our share registry, providing ease of use and allowing instant access to all information required. Having a good relationship with the CRM allows quick resolution of any questions.”

The most important feature of the portal for his business is security, he adds. “Documentation stored on a portal can include anything from remuneration reports to strategic investments, so the technology stack needs to have the best available security and access controls.”

Beyond that is its ability to scale up with the organisation. “As Vulcan transitions from a development company to a more mature enterprise, the board’s needs will naturally evolve,” says Tydde. “The technology stack must be flexible enough to scale with the organisation and support new governance structures, such as expanded committees or international subsidiaries.”

Good governance a priority

Tools like SharePoint or Google Workspace can be adapted to support certain board functions, but they require significant customisation, technical expertise and internal governance controls. In contrast, a dedicated board portal is a turnkey solution that can reduce regulatory issues through features like digital signatures, resolution management and structured documentation. “These capabilities reduce risk and demonstrate to regulators and stakeholders that the organisation prioritises good governance,” says Bowman.

Unlike general collaboration tools, board portals come with embedded workflows tailored to the governance process. Features like agenda building, e-signatures, resolution tracking and voting capabilities come standard.

“These tools reduce administrative overheads while enabling directors to contribute to key decisions,” says Bowman. “The result is a more agile, accountable decision-making environment. I often advise boards that selecting the right portal is about a solution that enables good governance without compromising on simplicity or security.”

Bowman has found that the biggest pushback is when boards are already using tools such as Google Workspace and can’t see the need to change. In his experience, the pushback often originates at the company secretary level.

Ease of use

Features such as offline access and tablet-optimised apps mean that directors can access real-time updates, structured agendas and complete board packs from any device at any time. Board portals are intentionally developed with the end-user in mind — directors who are often time-poor and may not be familiar with enterprise IT systems. In organisations without extensive IT support, intuitive technology that is easy to adopt is critical.

“This improved access drives better preparation, richer boardroom conversations and more informed decisions on strategy, risk and performance,” says Bowman.

Platforms that offer a clean, user-friendly interface are far more likely to be embraced by the board as a whole, he adds, and mobile access, in-app annotations and collaborative features are key.

“In my view, the most valuable board portals are those that strike a balance between governance rigour, security and operational simplicity,” says Bowman. “Directors are increasingly gravitating toward platforms that not only protect sensitive information, but also enhance the way boards operate and make governance conversations more strategic.”

This article first appeared under the headline 'Gateways to governance' in the October 2025 issue of Company Director magazine.