Software for Online Board Collaboration
The great folks over at BoardSource are putting together an article about online board facilitation tools (like BoardVantage, BoardBooks, BoardEffect), and asked me for some thoughts. I don't know a ton about this realm of software, but from what I've seen it's an interesting area, with a lot of promise - but I think it's important to think carefully about your own goals and your own board.
These software packages are, at heart, online collaboration platforms. They allow the collaboration basics like document sharing and discussions and often add on extras that are geared specifically towards typical board needs - like voting tools, and the easy viewing of board books (big packets of information, like financial information or project summaries, that often provide information behind things to be voted on). Like most collaboration platforms, they sound great in theory - stop trying to make decisions via email! Stop mailing or emailing big packets of documents around! have an audit trail online! have real conversations online!
But in practice, it's hard to get people to use online collaboration tools. People are used to other methods - like email or mail. Often, they don't like to view information online, and it's often hard to find the options to print. Many feel that online platforms are impersonal, and prefer a meeting or conference call. These kinds of platforms can work well for tech-savvy groups, particularly remote groups, who are really motivated to share information... but that doesn't sound like most nonprofit boards that I know.
If you're thinking about leading your board in a foray into online collaboration, I'd suggest thinking carefully through your goals, and trying to find a free or inexpensive software option to try out an online strategy. For instance, if realtime collaboration is a goal, there are a number of online presentation tools (like WebEx, ReadyTalk, or GoToMeeting) that can help you discuss, view information online, and vote. If you're looking to store documents, discussions, and task lists online, an inexpensive project management platform like Basecamp could be an interesting fit. Something like Google Docs might be an easy-to-use way to share financial spreadsheets or other documents.
And if you have success with these inexpensive methods, then by all means, take a look at the more robust board collaboration tools. They do offer some very interesting functionality - but if no one will use the package, it doesn't matter what fancy features it has.
These software packages are, at heart, online collaboration platforms. They allow the collaboration basics like document sharing and discussions and often add on extras that are geared specifically towards typical board needs - like voting tools, and the easy viewing of board books (big packets of information, like financial information or project summaries, that often provide information behind things to be voted on). Like most collaboration platforms, they sound great in theory - stop trying to make decisions via email! Stop mailing or emailing big packets of documents around! have an audit trail online! have real conversations online!
But in practice, it's hard to get people to use online collaboration tools. People are used to other methods - like email or mail. Often, they don't like to view information online, and it's often hard to find the options to print. Many feel that online platforms are impersonal, and prefer a meeting or conference call. These kinds of platforms can work well for tech-savvy groups, particularly remote groups, who are really motivated to share information... but that doesn't sound like most nonprofit boards that I know.
If you're thinking about leading your board in a foray into online collaboration, I'd suggest thinking carefully through your goals, and trying to find a free or inexpensive software option to try out an online strategy. For instance, if realtime collaboration is a goal, there are a number of online presentation tools (like WebEx, ReadyTalk, or GoToMeeting) that can help you discuss, view information online, and vote. If you're looking to store documents, discussions, and task lists online, an inexpensive project management platform like Basecamp could be an interesting fit. Something like Google Docs might be an easy-to-use way to share financial spreadsheets or other documents.
And if you have success with these inexpensive methods, then by all means, take a look at the more robust board collaboration tools. They do offer some very interesting functionality - but if no one will use the package, it doesn't matter what fancy features it has.
posted by laura at 10:27 PM Permalink
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5 Comments:
I think you've hit a key point in that technology is only valuable if it will be used. And, ease-of-use is an important consideration for gaining adoption with board members, especially if you've got directors who are less tech-savvy. While free or low cost online tools may provide one specific piece of functionality that you're looking for, they are often times less reliable and harder to use (Ever try explaining to a non-tech-savvy director how to install the WebEx plugin for a web meeting?). If data security is a concern, then these tools will certainly fall short.
As you mentioned, an online board portal is designed specifically to support board communications and board processes. In the case of BoardVantage, even basic functionality, such as document sharing, is designed in the context of how a board works. For directors, everything is single-click access. Therefore, it is likely that an online board portal will be a much better technology solution than trying to patch something together yourself. Plus, it can be more affordable than you may think.
I think you might be interested to read some posts from this blog. It'ss written by the founder of one of the leading collaboration services and the author has plenty of interesting thoughts on the development of management with the help of new-generation project management software
If you do end up using something like Basecamp, there's a new service that allows you to to send project summaries or project wrap-ups from Basecamp to stakeholders (particularly to those who don't go online), check out http://www.exportreports.com.
Its a new service, currently in beta which allows you to export reports from Basecamp to PDF(with beta pricing starting at $0.99 per report).
Hope you find it useful (and if you have any suggestions, please let us know!).
im not so sure about business users not being open to collab tools. i guess convenience is the key determiner. also that we dont have to learn many new things.
we use hyperoffice at my office. their "web folders" facility allows me to drag and drop many files and folders to the online repository right from my desktop. saves me many clicks, and i turned to it from using email to send/share files spontaneously because of the convenience factor.
As with any collaboration platform, it is important to have a "champion," who is willing to lead other users in implementation process, and continually shed light on the benefits both to the organization and to the individual.
(Full disclosure: I work with BoardEffect.)
The BoardEffect team (backed by Verve -- 10+ yrs. working solely with nonprofits) is very interested in creating an environment for the most appropriate implementation. With certain boards who have non tech-savvy board members, and/or reticent members, we're having much success with phased implementation. Each critical component of the tool is tied to a current board project.
New board engagement models are pushing nonprofit orgs to be more inclusive of their stakeholders and community. We know these tools will be a big aid in keeping structure and transparency front and center during much of this transition.
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