Facilitating collaboration and communication is a core component of the board secretary role. Managing governance and regulatory matters are still part of their key responsibilities, but the growth in importance of environmental, social, and governance (ESG) standards, and the rise of cybersecurity risks, means the scope of the role is widening.
Some describe board secretaries as facilitators and enablers of effectiveness. Their role has expanded to provide insight, foresight, and hindsight to the chair and board. Additionally, the threat of cyber-attacks, data privacy breaches and digital transformation is of huge concern. And now with artificial intelligence (AI) being tested in the boardroom, the role of the board secretary and the tech they rely on will become even more important.
Board secretaries are therefore well placed to drive the implementation of policies and practices that help safeguard corporate reputation and increase efficiency and security.
For board work, hybrid working presents both challenges and opportunities. Some CEOs point to more efficient meetings through reduced travel, shorter meeting agendas and even bolder, more honest conversations. However, there are still a lot of technical and practical challenges for board secretaries to manage.
Ensuring each board member has the tech and documentation they need for a productive meeting is essential for efficient collaboration and discussion. Board secretaries have also had to adapt to new ways of working. Managing virtual meetings isn’t always easy, especially if attendees are based in different areas or time zones.
Collating and distributing board documents such as minutes, board packs, and financial reports is time-consuming and admin-heavy when most of the attendees are not in the office. The board secretary needs to manage and organise all of these tasks remotely, but relying on email is too much of a security risk.
To help manage these challenges, more and more board secretaries are using digital tools designed specifically for board work. After all, board meetings must still take place, papers prepared and circulated, and regulatory matters still managed.
Digital solutions like board portals automate the meeting preparation and management process, providing a secure and digital approach that eases the administrative burden. Users can share, review, and digitally sign board papers in a single platform, no matter where they are located or what device they are using.
Technology solutions designed for the needs of board work are a vital tool in responding to the demands of hybrid working – both for the leadership team and the board secretary who everyone relies on for an efficient process. Not only are these digital tools supporting more effective C-suite collaboration, but they are also freeing up valuable time for the board secretary to focus on strategic issues such as ESG factors, cybersecurity risk management, and the 4 Ps of governance: people, purpose, process, and performance.
In summary, the evolution of the board secretary role is twofold. It’s about embracing technology solutions to make board work easier in our hybrid working world and spending more time focusing on strategic issues.
Discover how boards can adapt to today’s challenges in our guide, The 5 Behaviours of the Digital Board.
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