Most governance teams know technology could help them work more efficiently, securely, and confidently. The challenge is knowing where to start.
There are now dozens of platforms offering everything from digital board books to AI-powered reporting tools. Budgets are tight, time is limited, and the pressure to “get it right” is high. It’s no wonder many governance professionals feel overwhelmed.
Since 2008, Board Intelligence has focused on helping boards fulfil their potential — bringing science and technology into the boardroom to improve the efficiency of board processes and the effectiveness of boards.
Based on our experiences with thousands of clients in that time, we’ve created this guide to cut through the noise and help you decide what you need, what to prioritise, and how to choose tools that will genuinely improve the way your board works.
1. Start with what matters most to you
Board technology isn’t one thing. It supports a range of outcomes and knowing which one you’re targeting makes choosing a solution far easier.
This is best achieved by matching your priorities to the outcomes technology can deliver.
Through our work with governance teams, we’ve found that most people fall into one of three groups when they start thinking about technology:
- “Efficiency Extraordinaire”
- “Meeting Mastermind”
- “Governance Guru”
Each has different priorities and different pain points. Understanding which one sounds most like you is a helpful starting point.
Here’s a simple view of how the three “personas” map to key outcomes and the tools that typically support them:
| Persona | Your Challenges | Outcome Needed |
| Efficiency Extraordinaire | • Heavy manual admin • Too many emails and attachments • Directors can't find papers • Permission errors and security worries |
Process efficiency • Faster, more secure workflows • Less admin burden • Reliable access to information |
| Meeting Mastermind | • Agendas hard to manage • Time imbalance • Hard to track stakeholder representation • Last-minute changes cause confusion |
Better meeting structure and alignment • Clear, structured meeting cycles • Better time and stakeholder balance • Confident S172 coverage |
| Governance Guru | • Inconsistent report quality • Too much or wrong information • Contributors need upskilling |
Better information and stronger inputs • Better board papers • Clear, concise inputs for decision-making • Stronger conversations |
2. Think about where you are today — and what’s realistic
Technology delivers the most value when it’s introduced in the right order. A simple maturity lens can help you avoid over-buying (or under-buying).
There are three stages of governance maturity. Consider which step aligns best with where you are today and what to focus on next. This “first things first” approach stops making decisions about technology from becoming overwhelming.
Stage 1: Fix efficiency first
If admin takes days, or your team still circulates papers by email, start with foundation tools that streamline work and tighten security.
Stage 2: Bring structure to meetings
Once preparation is under control, focus on improving agenda quality, stakeholder balance and time allocation.
Stage 3: Improve decision-making inputs
When your processes run smoothly and meetings have a clear structure, turn to improving the quality of information the board receives.
3. Compare providers in a meaningful way
With so many tools available, comparing them can feel like a box-ticking exercise. Instead, anchor your evaluation on what will actually influence adoption and impact.
Here are the factors governance teams say matter most when choosing a provider:
A. Look for more than a digital document store
Some platforms focus only on managing papers. Others go further and support better conversations, clearer reporting and improvement over time. Consider what kind of partner you want.
B. Pay close attention to how each provider uses AI
AI varies widely across platforms. Some use generic models that summarise text but can't support governance-specific judgement.
Look for tools designed around governance expertise so they genuinely help improve reporting quality, not just speed.
C. Ease of use matters more than you think
If a tool is difficult to navigate, adoption will be low. Directors should be able to use it instinctively — and without extra steps.
Questions to ask:
- How many clicks does it take to find a paper?
- How well does it work on different devices?
- How much training will my board need?
D. Take onboarding and support seriously
Introducing new board technology is not an IT project — it's a behaviour and habit-change project.
Look for:
- 24/7 support
- Governance-trained onboarding specialists
- Help with migration, set-up, and templates
- Ongoing training
This support often determines how successful the rollout will be.
E. Drive meaningful improvements in reporting and decisions
All stakeholders must experience tangible improvements in governance processes and workflows in carrying out their board duties and responsibilities. Make sure the tools and advice available are geared to achieve and measure this.
F. Security should be a differentiator, not a tick-box
Your board deals with highly sensitive information.
Choose providers with board-level security credentials, clear data-handling practices, and transparent hosting standards.
G. Tracking and measuring improvement
Measurement and accountability are key. Demonstrate ROI with KPIs and metrics that track and report the overall improvements in governance efficiency and workflows as a result of the investment in board technology.
4. Consider how Board Intelligence’s tools and services address key challenges
Once you know what to look for in a technology partner, the next step is to understand how different solutions address those needs in practice.
The table below shows what “good” looks like, using Board Intelligence’s software and advisory tools as an example of the standards governance teams should expect.
| Evaluation challenge | What "good" looks like | How Board Intelligence addresses this |
| Moving beyond a digital document store | Technology should improve governance processes, not just distribute PDFs. | Board portal streamlines pack creation, permissions and collaboration; Agenda Planner brings structure and focus; Insight Driver supports richer conversations. |
| AI that improves judgement, not just speed | AI should help contributors produce clearer, better information for the board. | Minute Writer and Report Writer embed two decades of governance research to improve the quality of inputs and decisions. |
| Ease of use and director experience | Tools should be intuitive and low-friction, requiring minimal training. | Simple design, offline access, fast navigation, and consistently strong usability ratings and testimonials. |
| Strong onboarding and ongoing support | Governance teams should be supported with setup, templates, training, and migration. | Governance-trained onboarding specialists and top-rated ongoing support (see our G2 reviews). |
| Meaningful improvements in reporting and decisions | Methodologies and tools that support clearer, decision-ready reporting. | Report Writer, training, and advisory services for agenda alignment and reporting quality. |
| Security and compliance | Transparent data handling and board-grade hosting. | ISO 27001 hosting, UK data centres, granular permissions, and mistake-proof workflows. |
| Continuous improvement | Boards should have tools to evaluate their effectiveness over time. | Board Surveys and facilitated board reviews that support learning and performance improvement. |
5. Bring it all together — with the board technology checklist
Choosing board technology doesn’t need to be complicated. Start with your priorities, understand your maturity, and evaluate tools based on the outcomes you want to achieve — not just their features.
Below is a ready-to-use checklist that will help with a structured approach to making the right choice. Teams often paste it into a board paper or internal briefing to keep internal conversations focused and objective.
Board technology checklist
- What problem are we solving first?
- Which persona best reflects our current needs?
- Which outcomes matter most this year? (Efficiency / Meetings / Information)
- Where is our governance maturity today?
- Have we identified the must-have vs. nice-to-have features?
- What will success look like in the next 3–6 months?
- How easy is the platform for directors to use?
- What training and support will we receive?
- Does the provider understand governance, or only software?
- How strong is the provider’s security model?
Next steps
The right technology will save time, strengthen decision-making, and help your board focus on what matters most. And once you're clear on what you need, the next step is bringing others with you. Our guide to building buy-in for governance technology explores this in detail.
If you'd like help identifying the right starting point for your organisation, just contact us. Our team is here to support you.
With the “easiest to use board portal on the market”, powered by enterprise-grade security, first-rate support, and features that set your board and governance team up to succeed.
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