Setting up a SharePoint site to manage Board of Directors meetings involves a few key steps. First, create a dedicated site within your organization’s SharePoint environment, ensuring it’s secure and accessible only to authorized members. Within this site, establish a document library for storing essential documents such as agendas, minutes, reports, and governance policies, implementing version control and access permissions for confidentiality. Add a calendar web part for scheduling and tracking meetings, which can be integrated with Outlook for ease of management. Implement a task tracker for follow-ups and action items from meetings, ensuring accountability and progress tracking. Optionally, include a discussion forum for ongoing board communications and a resource section for important materials and guidelines. Finally, customize the site’s layout and navigation to ensure it’s user-friendly and aligns with the board’s workflow, providing a brief training or guide for board members to facilitate smooth adoption.
Custom Development
If the out-of-the-box features are not sufficient, we have templates that can be customized for your organization’s specific needs. These are developed with SharePoint SPFX for the best user experience within SharePoint.
- Meeting Scheduler and Calendar: This web part would allow board members to schedule, view, and manage upcoming meetings and events. It can integrate with Outlook or other calendar services for ease of use.
- Document Library & Management: A secure area for storing and managing important documents like meeting minutes, reports, policies, and governance documents. Features could include version control, access restrictions, and audit trails.
- Board Member Directory: An interactive directory listing all board members with their profiles, including contact information, biography, and role in the board. This can support search and filter functions.
- Task and Action Item Tracker: A tool for assigning, tracking, and managing tasks and action items that arise during board meetings. It should allow for setting deadlines, responsible persons, and status updates.
- Voting and Polling System: For decisions that need to be made outside of meetings, a secure voting system where board members can cast their votes on various resolutions or polls.
- Discussion Forums and Collaboration Spaces: Private and secure forums or boards for board members to discuss topics, share ideas, and collaborate on documents in between meetings.
- Compliance and Regulatory Reporting: A section dedicated to ensuring compliance with relevant laws and regulations, with features for generating and storing compliance reports.
- Board Meeting Minutes Recorder: A specialized tool for taking and storing meeting minutes, which can include templates, automated date and attendee insertion, and export options.
- Executive Dashboard: High-level overview of key metrics, recent documents, upcoming events, and action items relevant to board members.
- Resource Center: A repository of resources such as governance guidelines, best practices, training materials, and other relevant documents for board members.
- Announcements and News: A section for important announcements, news updates, or alerts relevant to the board members.
- Onboarding Portal for New Members: A dedicated space for onboarding new board members, providing them with necessary information, resources, and tools to get started effectively.
- Conflict of Interest Disclosure Form: A web part where board members can submit and update their conflict of interest disclosures, ensuring transparency and compliance.
- Meeting Agenda Builder: A tool for creating and distributing meeting agendas, which can be collaboratively edited and finalized before each meeting.
- Board Evaluation and Feedback Tool: A system for conducting board self-evaluations, collecting feedback on meetings, and assessing board performance.
- Financial Reporting and Analysis: A section dedicated to financial reports, budget overviews, and financial analysis tools, crucial for board members to monitor the financial health of the organization.
- Legal Document Repository: A secure area for storing and accessing legal documents, contracts, and other sensitive materials.
- Risk Management Dashboard: A tool to monitor and report on various risks the organization faces, including financial, operational, compliance, and reputational risks.
- Strategic Planning Workspace: A collaborative area for board members to work on and track progress of strategic plans and initiatives.
- Emergency Contact and Procedures Section: A readily accessible section containing emergency contact information and detailed procedures for various emergency situations.
Board Of Directors App, Members Web Part
