If you’ve been thinking of moving board portals, you’ve probably asked Google “how to switch”, seen nearly 500m search results and shut the laptop again. We don’t blame you. Switching board portals can seem overwhelming, but it doesn’t have to be. With that in mind, here are our top four tips for a seamless board portal switch:
1. Build the business case (and ask for help)
Articulate your frustrations with your existing provider, and the drive behind a switch. It might be superior technology, 24/7 service or better value for money that’s prompting you to move – but regardless, you’ll need to explain in simple terms how a new board management software tool will benefit the board, the secretariat, and the wider organisation. Now that’s not to say you should become a sales rep for your new portal provider.
We help our clients build a business case for why switching to the Board Intelligence board portal is preferable to sticking with the status quo. Our Information Security team will also be on hand to cover any due diligence questions that your colleagues may have, and we're able to evidence the time and money saved by similar organisations when switching to us. For instance, we helped Nationwide switch to Board Intelligence, and they estimated a 45% time saving preparing for board meetings compared to when using their old board portal.
“You made it very easy for us to switch board portal provider, and it was completely worth it. We’re so glad we took the plunge.”
- Jason Wright, Society Secretary, Nationwide
2. Map out your migration plan
There are logistics and timeframes to consider in any portal switch. And even though we make it technically quick and easy to change portals - a set-up can take as little as 24 hours - we often tailor a plan to our clients based on questions such as:
When is the best time to make your board portal switch?
For example, would you like to have your new portal up and running in time for a particular meeting? And would you like to run one board meeting on the old and new portals, just for extra peace of mind? We suggest picking a preferred meeting date and working back from there.
When do you need to give notice to your current board portal provider?
This will likely be 30 days before the end of the contract - but do check. It’s worth noting that when you switch to Board Intelligence, we’ll bill flexibly around your current contract so that you won’t pay for two portals simultaneously.
How many board packs should you move to your new board portal?
There’s no limit to how many packs can be moved over, but our clients often use a switch as an excuse for a spring clean. Typically, this will mean that our support team, BI24, will migrate the last 1-2 years of board and committee packs for the client.
3. Agree on a training programme for your board and secretariat
Next, ensure you have a fail-proof plan for getting the board and secretariat teams trained on the new portal.
We provide bespoke onboarding and training depending on the client’s needs – this can be in person or remotely, and done in a group or a one-to-one setting. Board Intelligence clients also have access to concierge-level 24/7, UK-based technical support, should they need it. Having said that, our clients tell us that our portal could not be simpler to use, and we’re loved for our intuitive user experience.
"This is the best digital platform I’ve used. It’s so intuitive and easy to navigate and annotate." Chris Baker, Chairman, Nisa
4. Look for a trusted partnership over a transaction
The technical switch and user training are just the start. A good portal provider will assign a dedicated account manager who has clarity on your goals and checks in regularly to ensure you’re getting as much value from the partnership as possible.
For example, our account managers will keep in touch with their clients, sharing our relevant board management research and governance guidance. Our clients also enjoy exclusive invites to our networking events and thought leadership round tables.
"Our contact at Board Intelligence is always available to answer questions. It is a 24/7 response.” - Keith Hawkins, Company Secretary, TSB
Curious to see what a switch to Board Intelligence would mean for you? Book a demo below: