The Shift Toward Technology

Over the past half-century, and particularly in the past two decades, society has moved toward managing more and more personal and professional data online. From educational information to medical records, online portals have been developed to store more information securely, easily manage it, and streamline organizational efforts. 

Within the nonprofit sector, the move from paper to computer-based records has been a slow shift. It took time for nonprofits throughout the country to invest resources to digitize information – in part due to budgetary constraints and in part due to fear of the unknown (or a resistance to technology). Embracing new technology is often a challenge within the industry as there needs to be a clear line drawn from the investment to the client benefit. Further, understanding how to tap into technology resources in a way that makes sense for the industry has also proven to be a challenge throughout the years. In many ways, the nonprofit industry has caught up and even surpassed parts of the for-profit community in their use of technology. Successful nonprofit organizations understand the power of effective communication. To that end, they have found new ways to communicate their message [and mission] to their audience using the technology tools available – from fundraising databases to social media and email efforts – to increase their brand awareness, revenue, and positioning as experts in the field. The Sierra Club and World Wildlife Fund are two examples of nonprofit entities using their technology resources to dramatically expand their reach. Those that have implemented technology in meaningful ways – while staying true to their missions – have reaped the benefits of both revenue and programmatic growth.

Secure Online Portals

Secure online portals are the latest and most convenient method for engaging with a specific group, accessing documents and data, scheduling meetings and appointments, and even securely signing documents. It is no wonder that using a platform such as this is a perfect tool for use by nonprofit and foundation boards of directors. In fact, any entity with a board, including for profit boards, condominium and co-operative associations, etc., can all benefit from a board portal.

Choosing a board portal is not as challenging as one might think. There are a few key elements to consider. These include:

1. Ease of use. If it’s too difficult to learn and use, it simply won’t be used.
2. Comprehensive product. The product needs to cover all the needs of the board to be truly useful.
3. Designed to truly save time. The product needs to be one that, when deployed in full, will conserve human capital on the staff side and a respect for the time available to give on the board side.
4. Competitively pricing. The product needs to be priced in a way that reflects a good investment on the part of the organization.

BellesBoard, the Solution for Entities Large & Small

BellesBoard is a secure online portal designed to meet the needs of nonprofit organizations, foundations, corporate board entities, professional associations, and other entities working with boards of directors or trustees. The product, which is offered both via website and mobile app, enables organizations to streamline communication and activity with the board on a secure, easy-to-use platform. This board management tool enhances operational efficiency and compliance with government regulations. The portal offers all the features needed for enhancing the activity and engagement of the board while remaining one of the most cost-effective products on the market today. 

Let’s examine the features that set BellesBoard apart from the competition.

The Onboarding Process

Transitioning to a platform like BellesBoard is a strategic investment into the success of an organization’s key governance body. Even when the decision has been made to move forward, there can be ‘cold feet’. For this reason, BellesBoard is offered with a no-risk 60-day free trial. During this window, the BellesBoard team populates key materials for your organization, the relevant personnel are onboarded, dashboards are customized, and those using the product can get acclimated. Customer service is critical from the onset of, and throughout, the relationship with the team at BellesBoard. It is during this time that clients get to understand the partnership with which they have entered.

The goal is for every user to feel comfortable once they log in to the portal and as they navigate through from module to module. To provide a better understanding of the comprehensive nature of the platform, let’s walk through the various tabs and modules you will encounter when using BellesBoard.

BellesBoard Modules & Navigation

The Meetings & Events module is the most widely used part of BellesBoard. It provides quick access to past, present, and future meeting information. Board members can easily view or download the documents needed to be prepared for upcoming meetings or to review information from prior meetings. Even when unable to attend a particular meeting, directors can stay abreast of all relevant information to be discussed. Meeting reminders are automated and sent, with a track record of improving attendance for clients currently using the platform.

The Calendar module offers an easy way to see all upcoming meetings and events. This includes board meetings, committee meetings, and even fundraising events. Users can choose the view(s) with which they are most comfortable [monthly, weekly, daily, memo, etc.].

The Task module enables the full board or its subcommittees to keep track of assigned tasks and collaborate on projects together. Documents can be sent for electronic signature to ensure important compliance requirements are met (such as members’ signing off on the annual Conflict of Interest disclosure form). BellesBoard integrates with SignNow for user-friendly electronic signing. Further, in-app polling and voting can be utilized for easy and quick voting or gathering of feedback.

The Documents module is the repository for all organizational documents structured by folders, subfolders and favorites (at the top). Users can view and download documents related to board and committee activity, such as strategic plans, policies, and governance material. Finding documents is quick and easy with a ‘free-form’ search function that eliminates the need to know the location of specific content Custom folders may be created with permissions granted only to those who require access to certain documents. 

Each organization using BellesBoard can configure the Dashboard module to include relevant financial information and programmatic metrics. This module is an easy way to keep your board up to date with relevant performance metrics for the year. Educated boards are engaged boards. Thus, providing fingertip-ready information helps each board member stay abreast of the organization’s successes and challenges, making them better ambassadors in the community. 

The Board Member module maintains the current list of the Board of Directors or Trustees, along with preferred contact information, term dates and the committees on which each member serves. Past members can be maintained here as well should historic or archival information be required. 

Situated next to the Board Member tab is the Committees module, where a roster of all organization committees and their respective members reside. Information on non-Board committee members or groupings of key staff may be kept here as well to have comprehensive data on all committees, regardless of their makeup. 

Email & Mobile Notifications

BellesBoard’s Notification functionality makes it easy and efficient for administrative staff and board members to communicate.  Board members receive automatic notifications of upcoming meetings, new documents that have been added, and tasks or projects to which one is assigned.

BellesBoard Mobile App

The mobile app provides 24/7 access to board-related information right on your iPhone or Android smart phone. Need to check when the committee meeting is? Want to review that resolution? Want to have a quick chat with your committee? It’s all available and more with BellesBoard’s mobile app.

Focused on Small and Medium-sized Nonprofits

After months of research and listening to the needs of nonprofit and foundation executives, board members, and governance liaisons, Christine Deska and Frank Orzo, co-founders of Nonprofit Sector Strategies, and developers of BellesBoard realized that small and medium-sized nonprofits were underserved by affordable technology solutions. BellesBoard was developed specifically to fill that gap.

The goal was to offer a feature-rich product and an affordable price.  There are no gimmicks; no shouts of ‘but wait, there’s more’. The BellesBoard founders know that small and medium-sized nonprofits have limited resources, so the turnkey onboarding experience which comes with the first 60 days offered at no charge is designed to enable organizations to begin getting the benefits of their investment as soon as possible.  
Move your organization forward with BellesBoard.

Contact Christine Deska directly cdeska@bellesboard.com to start the conversation or schedule a quick chat now: https://calendly.com/bellesboard-community/15-minute.

With more and more boards of directors migrating to portal software, it might be time to evaluate your situation and consider BellesBoard. How do you know when it’s time to make the switch? There are some tell-tale signs that suggest your board is ready to take the plunge with a portal.
We’d like to share them with you. They include:

1. Your board is maturing, but your system is not
   How do you know your board is mature? Does your board have firm oversight and controls in place? Is one of your board’s top goals to aid the chief executive in succeeding in their role? Is your board self-reflective – acknowledging changes and adapting to them, and rooting out ineffective patterns and behaviors? If you’ve answered yes to at least one of these questions, then congratulations are in order. You have a
   maturing board.
   If your organization has resumed some or all meetings in person with strictly physical documentation for each member [versus digital copies], it may be time to act on this aspect of maturation and modernization.
2. Administration is wasting time with menial tasks
   Your board administrator(s) should be using their time wisely, focusing on coordinating the board. Time spent forwarding documents and sending follow up emails to inquiries (e.g., “when is the finance committee meeting?”) is wasteful and unproductive. Using a portal like BellesBoard will allow administration to upload documents with ease, and then have those documents available for the intended recipients. When the administrator inputs a date by which those documents need to be signed, the portal will send follow up and reminder emails. BellesBoard maintains your minutes and keeps all files organized. By removing the need to handle menial tasks, the portal soothes the heavy load of responsibilities placed on your staff.
3. Board members want the ease of modern technology
   Listening to your board is essential to open communication. Give consideration to whether board members are tiring of sorting and digging through papers to make references and keep track of issues. If this occurs with your board, it may very well be time to provide them with the ease of use that a secure portal can provide. BellesBoard will keep files neat and orderly, resulting in peace of mind for your users. Furthermore, younger members are likely to be more accustomed to modern technology in the workplace to further their productivity. Providing up-to-date software will attract the brightest of the young minds in the workforce as you recruit for new members of the board. They will see your organization as progressive and enjoyable to work with if you are already engaged with technology in this way.

It is essential to look at converting to BellesBoard’s software as an investment, not an expense. Using such a refined portal will enable your board to further progress in maturity and allow them to be as productive as possible. It will further show your board how much you value their time. Worrying about sorting through papers and trying to remember important dates will slow down the great work they are performing. Having a digital source to safely file and keep relevant documents easily accessible will keep your members focused on the tasks at hand. BellesBoard will empower your board to continue progressing with efficiency and ease.

One Mission – One Team

A strong relationship between your board and senior staff is essential for truly effective operations. BellesBoard strengthens this relationship by improving communication, emphasizing transparency, and clearly stating the roles each individual fills. Using BellesBoard as your board portal will not only help foster this relationship when a new CEO or other senior leadership team member joins the organization, it may help assuage less than optimal relationships between existing board members and senior staff, should any exist.

Communication is Key

Communication is fundamental in any professional environment. With BellesBoard, communication between users is simplified. Information is disseminated through the click of a button, and everyone is kept up to date with clear instructions, identification of roles, and reminders. Important documents and data will no longer get lost in translation between a board member and senior staffer. Instead, it is streamlined for maximum efficacy. All the information your board needs – is uploaded to one central location – empowering any user to simply log on to retrieve the data they need. 

“Who’s on my committee? When is that meeting? Where are the minutes?”

Contact information for board members and staff is readily available when needed. Board and committee meeting information is available with a click, thereby eliminating the time spent playing phone tag or searching through emails to find that information. And, with the mobile app, users can ‘chat’ quickly and easily. This added layer of convenience is quickly becoming a favorite among our users.

Boards Benefit with Increased Transparency 

With BellesBoard’s emphasis on ensuring information is easily accessible, transparency is increased and mission impact grows.  As a result, the following benefits will be realized:

• More effective communication and sharing
• Better board member engagement and satisfaction
• Stronger organization culture
• Better relationships with constituents
• Improved perception of prospective board members

BellesBoard Preserves & Secures Your Organization’s Institutional Knowledge

BellesBoard keeps all documents as a digital copy that can be adjusted or updated at any time. This reassures both the board and senior staff, knowing that all necessary documents are accessible online, in a secure environment. It also keeps all relevant parties informed when a new policy is implemented, such as diversity and inclusion policies, which, now more than ever, are crucial to shareholders and investors. 

Less Stress – Better Results

BellesBoard helps eliminate the stress of handing everyday administrative and management work. By setting well timed reminders and better distributing tasks, BellesBoard eases the tension that may be caused by having to remind others to complete their tasks. Once this stress has been alleviated, boards and their senior staff are better able to work together as a team. In doing so, trust and camaraderie will increase, helping to sustain  a successful collaborative environment. In such an environment, strategic thinking, advancing the organization’s mission, and a collective sense of pride for a job well done will be the outcome.

Use BellesBoard to inspire trust between your board and your senior staff; without that trust, you will be fighting the process every step of the way.

Be sure to read upcoming posts on our blog for information on how to leverage the tools within the BellesBoard platform to best serve your Board and your organization.

The number one concern reported by nonprofit CEOs, Executive Directors, and admins surrounding using digital portals is ease of use. BellesBoard strives to assuage those fears by creating the most user-friendly portal around. All members of your board being comfortable and confident in their handling of and familiarity with BellesBoard will increase engagement and make for smoother operations. 

Board engagement is essential for an organization. An engaged team functions better, makes more informed decisions, and is dedicated to their group goals. This increased engagement can and has led to benefits like more opportunities for the organization as a whole, along with increased board recruitment. 

We live in a digital age. Paper-centric methods can no longer match the benefits offered by digital portals like BellesBoard, and what other digital portals cannot offer is the effortlessness and innate user-friendliness of BellesBoard. The nonprofit world is comprised of multi-generational participation – just the internet-raised generation; BellesBoard was crafted around the idea of intuitively ensuring that any user can navigate and access all the benefits this portal has to offer. 

BellesBoard stores all documents in a centralized location, keeping files neat and organized. These files are findable at the click of a button, eliminating the need to dig through filing cabinets or access multiple links. Having all this information available in one place makes it simple and convenient for board members to keep themselves up to date and to be responsive with their thoughts and opinions on discussions related to board business. Having this information readily accessible means no wasted time during meetings or extraneous emails inquiring after whereabouts. Maximizing your team time is central to increased engagement.  

Meeting invitations are automatic, guaranteeing all members of your board are alerted in advance. Furthermore, BellesBoard reminds your board of important dates for signings, ensuring regulatory compliance maintenance is not a concern. When a contract needs to be renewed with a signature, there is no need to worry about a lapse in activity, as BellesBoard will alert you to the approaching deadlines and dates. And, with the document available at your fingertips, all you need to do is open your portal to sign digitally and securely. BellesBoard will maintain a schedule for you, updating your board members and keeping everyone up to date without overwhelming their calendars. 

Attendance is easily maintained through BellesBoard. As a result of features like meeting invitations and reminders, attendance on BellesBoard is generally higher than the average organization’s in-person or virtual meetings. Materials are guaranteed to be distributed to all attendees, eliminating printing fees and the possibility of forgetting a document or not making enough. 

All the above creates better communication. Outside of meetings, a regular and ongoing line of communication is fundamental to board engagement. This open dialogue can often create a sense of camaraderie, prompting smoother dialogue during meetings – whether scheduled or ad-hoc.

BellesBoard is the perfect portal for organizations looking to streamline processes, knowledge gathering, participation, and overall engagement. Your comfort level with technology is irrelevant, as BellesBoard is user-friendly for everyone making board service easy for all.

Interested to learn more about BellesBoard? Start your 60-day FREE Trial today! No credit card is required.

Adapting your organization for the digital age is essential to not only keep up with industry best practices, but also maintain maximum security. Information leaks and hackers [attempting to access your precious data] are common dangers. As your secure online board portal, BellesBoard stores and protects documents uploaded and utilized by your Board or management team. Custom permissions may be established, ensuring proper access granted to each user on the portal. Further, BellesBoard enhances your organization’s regulatory compliance, providing added protection in the event of any legal action. 

Enhanced adherence to regulatory and compliance needs may aid in your organization’s ability to secure favorable D&O liability insurance rates. Too many entities are feeling the pinch of increased D&O rates. BellesBoard as your management tool can help ensure that your organization stays in compliance (and lessens the chances of an uncomfortable and potentially devastating investigation by your state’s attorney general’s office or regulatory body).

Protected online voting is a feature of BellesBoard that speaks to security. Voting outside of scheduled meeting times eliminates the need to call emergency meetings. Instead, voting can be hosted on the secure, yet convenient, BellesBoard portal. While allowed in most parts of the country, be sure email and online voting are permissible, and under what conditions, in your state to ensure compliance. Geographic factors and time commitments will no longer be impediments to ensuring the maximum number of members complete a vote. 

BellesBoard also allows for digital signing. Nondisclosure agreements and conflict of interest (COI) disclosures can be signed and stored on BellesBoard – no more searching through emails to find all of the disparate and messy PDFs! Critical documents made available digitally – and all in one place – for signature helps achieve total compliance. When annual renewal of signatures is due, members can simply open their portal and sign. The platform allows for establishing a window of time to complete the task. This goes a long way toward guaranteeing documents are signed and processed within specified timeframes set by legal standards and organization policies.

BellesBoard stores all relevant organization materials in one location – allowing for easy retrieval. Meeting minutes may be safely housed on the BellesBoard portal, where accessibility [for audits, legal proceedings, etc.] is swift and convenient. 

Similarly, BellesBoard becomes an additional reference center where organization information can be found and retrieved. The team at BellesBoard knows that nonprofit leadership changes and evolves. Using a board portal ensures a seamless continuum of information storage and the preservation of vital institutional knowledge. Members need only open their portal to access necessary and current information, all while knowing there is an expert level of privacy and security in place.  

BellesBoard adheres to and ensures that nonprofits and individuals within the nonprofit adhere to requirements related to D&O liability insurance. Having D&O coverage is essential for nonprofits and foundations so that board members are not held personally financially liable for an organizational matter. The portal ensures the organization is compliant with D&O liability insurance rules, reducing stress for members, directors, trustees, and officers. The portal keeps company’s bylaws on hand to further clarify any potential confusion about the board’s operations. BellesBoard is designed to help organizations striving for best practices.

The use of BellesBoard may aid in securing more favorable rates and policies offered by insurance carriers for D&O liability insurance. Showing a marked improvement in compliance and care is easy when you have digital records of activities and actions. Helping your nonprofit appear more attractive to potential carriers is baked into the operations of the portal.

BellesBoard helps your nonprofit work toward improved compliance with regulatory laws and best practice. The portal secures your organization’s information, while making it readily accessible to trusted members. These trusted members will take heart in knowing that they can easily get the job done and feel protected in doing so with BellesBoard. 

Are you sure your organization is compliant with your state’s government regulations? If you’re not sure, now is the time to contact BellesBoard.

What exactly is a board portal, you may ask. It is a software solution for your entity that serves as the heart of your Board-related activities.