Being a charity trustee whilst holding down a full-time job isn’t easy. You’re committed to the cause, but let’s face it – managing board paperwork can be a nightmare.
Chasing trustees for documents, preparing for meetings, and keeping everything organised often feels like a never-ending battle. Yet good governance depends on having your board papers in order. This is where a dedicated tool like Governance360 can help.
But perhaps you’re already using cloud storage or email and wondering why you’d need anything else.
Let’s look at why these familiar tools might not be enough for board management.
Cloud Storage: Convenient but Complicated
Cloud storage is brilliant for accessing files anywhere. Need last year’s accounts whilst you’re on the train? Easy. But using it for board papers creates problems:
Version confusion: When multiple drafts are floating about, it’s easy to reference the wrong version during a crucial meeting.
Security worries: Data breaches happen. Whilst most providers are secure, leaked information could be damaging. It’s also difficult to track which links you’ve shared as trustees come and go.
Limited features: Cloud storage handles basic file organisation, but it doesn’t offer board-specific tools like document workflows or risk registers. What happens when you leave and someone else has to make sense of your folder structure?
Email: Lost in the Inbox
We’ve all been there. Important board papers buried under hundreds of emails, impossible to find when you need them. Email simply isn’t fit for purpose:
Everything’s scattered: Board discussions involve attachments spread across countless email threads. Trying to piece together a decision trail is frustrating.
Version chaos: Which version is the final one? Was it the attachment from Tuesday or the one sent on Friday afternoon?
No proper controls: Anyone with access to the inbox can potentially see sensitive documents. With phishing attacks and email hacks becoming more common, this is a genuine security risk.
When Things Go Wrong
Disorganised board papers can cause serious problems:
Compliance issues: Regulators expect organisations to maintain clear records of board decisions. Messy documents make it hard to prove you’re governing properly.
Legal trouble: If something goes wrong legally, well-organised board papers become vital evidence. Scattered documents make it difficult to defend your organisation’s actions.
Wasted time: Think of the hours spent hunting for missing documents or trying to reconstruct decisions from fragmented emails.
A Better Way Forward
Cloud storage is convenient and email is familiar, but neither replaces a proper board management system.
Think of Governance360 as your digital assistant for the boardroom. A good system gives you:
Secure storage: Strong encryption and permission controls keep sensitive information safe.
Version control: You post the papers, manage the edits, and stay in charge. No confusion.
Meeting tools: Prepare agendas, share materials, and record minutes all in one place.
Extra features: Like Governance360’s 24-hour accessible risk register and other tools designed specifically for trustees.
From Chaos to Calm
Imagine board administration that doesn’t drain your energy. With the right system, you can move from being constantly stressed to actually supporting your organisation’s mission properly.
A tool like Governance360 removes the administrative headache, letting you focus on what matters – building a stronger, more effective board.
Your future self (and your fellow trustees) will be grateful.