Let Technology Dictate the Choice of Boardroom Tools for Secretaries
In the Philippine corporate environment, it is important for a company secretary to have good technology as a support system. The right technology is necessary for the company secretary to undertake an advisory role in board meetings. Well, with the right tech, it is easier for the company secretary to advocate for governance and compliance. So, it is imperative that the company secretary get familiar with various boardroom tools for secretaries.
Why Do We Need Boardroom Tools for Secretaries?
Boardroom tools for secretaries facilitate communication between the board directors. It isn’t enough just to have the company secretary present during a board meeting. The company secretary needs technology to assume some of the burdens so that corporate governance is fast and effective when needed.
Features of the Ideal Boardroom Tools for Secretaries
The right boardroom tools for secretaries should have the following necessary features:
Quick Yet Secure Messaging Options
Naturally, this is the first requirement that management wants. (You probably already know that you should avoid leakage of confidential information to third-party individuals and media). The company secretary also wants to value timeliness since the time between corporate decision-making and execution of decisions may be limited.
Seamless Link Between Board Management Software and Board Meeting Minutes Software
It is vital that you automatically connect the board meeting minutes software to the software used by management. This makes decision-making legal and accountable. Take note that the board meeting minutes are admissible during court hearings. This means communication between decision-makers should always be clear yet concise to avoid confusion. Well, technology makes it possible.
Corporate Governance Supported by the Ideal Board Meeting Software
One way to promote competent corporate governance is when board members and the company secretary are able to use familiar software on their preferred gadgets. This means you may adapt the board meeting software for use in a particular organization without prejudice to the gadget being used. It should be easy and straightforward to use, to avoid wasting anyone’s time trying to figure out what command does what.
Use of Corporate Conflict-of-interest Forms
It is inevitable that conflict of interest regarding certain decisions will crop up, even outside board meetings. For this, it is important to maintain corporate conflict-of-interest forms in the software without jeopardizing confidentiality. In this situation, it is important to reduce miscommunication between different parties. You can reduce time lag for decision-making this way, which is common without improvements in the technology. So, you can depend on the software for this. This is better than relying on messengers to carry information packets manually from office to office, or department to department. This also reduces the cost of hiring additional staff just to monitor the delivery and arrival of information packets.
When choosing the right boardroom tools for secretaries, there are certain key elements that should be prioritized. First and foremost is confidentiality. After all, the last thing any corporate officer would want is to leak raw information to interested third parties and the media. Timeliness is also important, possibly because the company’s competitors may also be trying to beat the clock in corporate governance. You also want the ease of use. This is because decision-makers do not want to get bogged down with technology that is hard to figure out. If there are conflicts between decision-makers, conflict-of-interest forms are also a good option.
Although it is not always possible to make the ideal boardroom tools for secretaries available, it is always a good idea to give the best effort for best practices. That way, the role of the company secretary gets easier to fill. You will also be able to focus on the real priorities of the company when it comes to governance and implementation of decisions.
If you need Philippines Company Secretary Services, 3E Accounting is always ready to step up and provide your organization with the best options. That way, you are not distracted from the main vision and mission of your organization. Contact Us today.