Discover why SharePoint may not be the best choice for board meetings. Learn about its pitfalls and how the purpose-built Governance360 platform offers a tailored, secure, and efficient alternative.

Why running your Board Meetings in SharePoint can end in tears

In the sometimes baffling world of governance and risk, the tools you choose to facilitate board meetings can significantly impact your organisation's efficiency and effectiveness. While SharePoint is often touted as a versatile platform for document management and collaboration, it may not be the best fit for the unique needs of board directors and trustees. This article explores the pitfalls of using SharePoint for board meetings and presents a compelling case for adopting a purpose-built solution like Governance360.

The illusion of SharePoint's versatility

SharePoint is frequently marketed as an all-in-one solution for document storage and collaboration. Its integration with Microsoft products makes it an attractive option for many organisations. However, this perceived versatility can be misleading.

Complexity over simplicity

While SharePoint offers a plethora of features, its complexity can be overwhelming. Setting up a functional board meeting environment requires significant time and expertise. Many users find themselves grappling with a steep learning curve, often leading to frustration rather than productivity.

• Time-Consuming Setup: Configuring SharePoint to meet specific board needs can take weeks or even months.
• Ongoing Maintenance: Keeping the system updated and functional often requires dedicated IT resources, which may not always be available.

The hidden costs of SharePoint

Although SharePoint may appear cost-effective, the hidden costs associated with its use can quickly add up. The time spent on training, troubleshooting, and maintaining the platform can outweigh any initial savings.

• Training Requirements: Users often need extensive training to navigate the platform effectively.
• Inefficiencies: The time lost in managing SharePoint can lead to delays in decision-making and governance processes.

The challenges of document management

One of the primary functions of a board portal is to facilitate seamless document management. Unfortunately, SharePoint falls short in this area.

Difficulty in document retrieval

Finding the right documents in SharePoint can be a daunting task. The platform's reliance on folder structures can lead to confusion and inefficiencies.

• Search Limitations: Users often struggle to locate documents quickly due to inadequate search functionalities.
• Version Control Issues: Without strict version control, board members may inadvertently access outdated documents, leading to misinformed decisions.

Lack of customisation

SharePoint's generic setup may not cater to the specific needs of board meetings. Customising the platform to suit unique governance requirements can be a complex and time-consuming process.

• Rigid Framework: The platform's structure may not align with the specific workflows and processes of your board.
• Dependence on IT Support: Customisation often requires ongoing IT support, which may not be readily available.

Inefficient meeting management

Running effective board meetings requires more than just document sharing; it demands a streamlined process for managing agendas, minutes, and follow-ups. SharePoint's limitations in this area can hinder your board's effectiveness.

Complicated meeting preparation

Preparing for board meetings in SharePoint can be a cumbersome process. The platform lacks the intuitive features needed to create and distribute meeting materials efficiently.

• Time-Consuming Agendas: Creating meeting agendas from scratch can take valuable time away from more critical tasks.
• Difficulty in Distributing Materials: Sharing updated documents with board members can be a logistical nightmare, especially when last-minute changes occur.

Challenges in remote meetings

In an era where remote meetings are becoming the norm, SharePoint's capabilities may not be sufficient to support effective virtual governance.

• Conflict issues - Board Members often report that they can't access critical files due to permission conflicts (most volunteers after all generally work across several roles and with non-company owned IT equipment)
• Poor User Experience: Board members may find the platform cumbersome to navigate during meetings, leading to disengagement and inefficiency.

The Case for Governance360

Given the challenges associated with using SharePoint for board meetings, it is essential to consider alternatives that are specifically designed for governance needs. Governance360 offers a tailored solution that addresses the unique requirements of board directors.

Purpose-built for Boards by experts

Governance360 has been developed with the specific needs of boards in mind. Its user-friendly interface and robust features streamline the governance process, allowing boards to focus on what matters most.

• Intuitive Design: The platform is easy to navigate, reducing the need for extensive training.
• Customisable Features: Governance360 allows for customisation to fit your board's specific workflows and processes.
• Customer-led roadmap: Governance360 is led by people who sit on boards of small and medium sized organisations.  They not only have an instinct for what adds value, rather than sucks in time, they actively work with their customers on what next, meaning that you will also get access to features that save you time and lower your risk.
• Simple to get going and trial - a typical trial can be activated in less than 12 minutes without any complex onboarding processes or need to book a meeting.  Why not try it and see if it works for you - click HERE to start trial now.
• (and of course if you want to talk to a real human and get a demo with someone helping you explain what we do and why then book a meeting with one of our team HERE!)

Conclusion

While SharePoint may seem like a convenient option for managing board meetings, its complexities and limitations can lead to significant challenges, particularly for smaller organisations without access to a dedicated IT or technology team. From document management issues to security concerns, the drawbacks of using SharePoint can outweigh its benefits.

In contrast, Governance360 offers a purpose-built solution that addresses the unique needs of boards, providing enhanced security, streamlined processes, and an intuitive user experience. By investing in a dedicated board governance system, you can save time, reduce frustration, and ensure that your board operates at its highest potential.  Plus talk to real people to get your problems solved (if you run into one of course!)

Choosing the right tools for your board is crucial for effective governance. Don't let the pitfalls of SharePoint derail your board meetings; consider Governance360 for a more efficient and easy to use solution.