Why it's time to rethink your boardroom technology stack

The modern boardroom is no stranger to transformation. 

As organisations navigate growing complexities, higher expectations, and greater uncertainty, technology has emerged as a cornerstone of effective governance. Yet, not all boardroom technology is created equal. 

While many boards rely on outdated tools or fragmented solutions, the forward-thinking ones are going paperless and reimagining their tech stack to meet the demands of today — and tomorrow. They recognise that cohesive and carefully chosen boardroom technology is a strategic advantage, enhancing decision-making, improving collaboration, and unlocking efficiency. 

This article explores what boardroom technology entails, its evolution, and how to choose solutions that future-proof your governance, to help future-proof your approach to governance. 

What do we mean by boardroom technology?

Boardroom technology refers to the digital tools and platforms designed to enhance the way boards operate. These solutions support the entire meeting lifecycle, from agenda preparation and secure document sharing, to live collaboration and post-meeting follow-ups. 

Boardroom technology ensures that governance processes are not just efficient — but are also transparent and secure. The tools that fall under this umbrella include board management software , virtual meeting platforms, and analytics tools, among others. Together, they eliminate inefficiencies, enable data-driven decisions, and foster seamless collaboration across geographically dispersed members. 

In essence, boardroom technology equips boards to govern smarter and faster.

Why rethink your boardroom technology now? 

The tools you use in the boardroom should be as sharp as the decisions made within it. The pace of business today demands tools that aren’t just functional but transformative — bringing agility, insight, and security to the heart of decision-making.

A Deloitte Global report underscores the urgency of this shift, revealing that fewer than half of executives and board members believe their boards provide sufficient oversight of technology matters. Even more concerning, 44% of executives feel that directors lack the knowledge necessary to steward technology effectively. This gap is a stark reminder that boards need to step up and invest in the right tools to lead confidently in a digital-first world.

Addressing this is time-sensitive. Boards need to rethink the technology that supports their processes now, to embrace the opportunities and innovations — and overcome the challenges — that modern governance presents. 

The factors driving the need for this change include: 

• Increased complexity in decision-making: Global challenges like economic uncertainty, supply chain disruptions, and ESG demands require boards to process vast amounts of data quickly and make informed, timely decisions.
• Accelerated pace of technological change: Companies are adopting cutting-edge technologies to stay competitive, and boards must mirror this shift by embracing tools that enhance their agility and oversight capabilities.
• Growing expectations for transparency and accountability: Stakeholders demand greater visibility into board decisions, which calls for tools that enhance record-keeping, communication, and governance practices.
• The rise of hybrid and remote work: As flexible working becomes the norm, boards need tools that enable seamless collaboration across distances, ensuring engagement and efficiency remain uncompromised.

By embracing a modern boardroom technology stack, boards can swap reactive governance for proactive leadership, ensuring they don’t just navigate change but steer it with confidence.

How is boardroom technology evolving?

Given the tectonic shifts that are happening outside the boardroom — many of which need to be governed and overseen — how is the technology that supports governance evolving? 

Once limited to basic tools for document sharing and scheduling, today’s solutions are far more sophisticated. They integrate emerging technologies such as artificial intelligence , powerful automations, advanced analytics, and collaboration tools . Combined, these enable boards to gain actionable, real-time insights and make better-informed decisions.

The shift towards cloud-based platforms has also transformed how boards operate. Secure, remote access has become non-negotiable, ensuring that members can collaborate effectively regardless of location. Additionally, modern solutions prioritise user experience, with intuitive interfaces that minimise training requirements and maximise adoption.

As the digital landscape continues to evolve, boardroom technology is increasingly focused on predictive insights, Environmental, Social, and Governance (ESG) reporting, and compliance tracking. These advancements not only support better governance but also future-proof boards against ever-changing business challenges.

How to choose the right boardroom technology

Selecting the right boardroom technology can feel like navigating a maze, but with a structured approach, boards can confidently identify solutions that meet their unique needs. 
A carefully considered choice ensures smoother governance processes, stronger collaboration, and improved decision-making outcomes. Below, we explore each step in greater depth to help boards make informed choices.

Step 1: Define your optimal governance processes

Begin by examining the way your board currently operates and identifying pain points. Are meeting preparations taking too long? Is post-meeting follow-up inconsistent? Think about the challenges you face, such as inefficient document management or poor communication between members. 

Next, envision your ideal workflow. For example, you might aspire to automated agenda preparation or real-time collaboration tools. Defining these goals ensures the technology you choose is directly aligned with your board’s priorities and processes.

Step 2: Audit your existing boardroom technology

Take an honest look at the tools your board currently uses. Are they meeting expectations, or are they falling short? Analyse usage data, survey board members for feedback, and document any recurring challenges. This audit will highlight what works, what doesn’t, and what’s missing. 

It also helps you determine whether your next investment should be an entirely new solution or an enhancement of your current stack. Keep security and compliance in mind, as outdated systems can leave vulnerabilities in sensitive governance processes.

Step 3: Create a vendor evaluation checklist

A clear and comprehensive evaluation checklist is the backbone of an effective selection process. Include criteria that reflect your board’s needs, such as robust security measures, ease of use, mobile accessibility, and integration capabilities with other tools. 

Consider the vendor’s reputation, customer support, and the scalability of their solution — will it grow with your board’s needs? By establishing these benchmarks upfront, you can objectively assess vendors and avoid being swayed by flashy features that don’t address your core requirements.

Step 4: Explore new tools — and score them

Before making a final decision, conduct a trial or pilot programme with your shortlisted tools. Invite a small group of board members and support staff to test the platforms in real-world scenarios, such as preparing for or running a meeting. Pay attention to their feedback on user experience, functionality, and any barriers they encounter. 

Use a scoring system based on your evaluation checklist to ensure objectivity. Testing ensures the chosen tool doesn’t just look good on paper but performs effectively in practice.

Step 5: Train your board on your chosen boardroom technology

Even the best technology won’t deliver value if users aren’t confident in using it. Develop a training plan tailored to your board members’ varying levels of technical expertise. Consider workshops, user guides, and one-on-one coaching to address any questions or concerns. 

Encourage an open dialogue, so members feel comfortable seeking help as they navigate the new system. Ongoing support is just as important — ensure your vendor offers resources like customer service or an online knowledge base to help users troubleshoot issues.

This methodical approach ensures your chosen boardroom technology is not only a good fit for today’s needs but also adaptable for the challenges of tomorrow.

Meet Sherpany: The future of boardroom technology

Sherpany revolutionises board meetings by enabling leaders to focus on what truly matters: strategic decisions and impactful governance. Designed for simplicity and security, Sherpany delivers tangible benefits that empower boards to operate at their best.  

Significant time savings

Sherpany reduces the time spent on meeting preparation and follow-ups. Tools like reusable agendas and automated minutes free up valuable hours, allowing boards to focus on critical discussions and outcomes.  

Effortless collaboration 

With Sherpany, collaboration throughout the entire meeting lifecycle becomes seamless. Board members can securely access documents, make annotations, and share comments from anywhere, ensuring everyone arrives prepared and aligned. This fosters engagement and drives more productive conversations.  

Greater focus 

By removing unnecessary administrative tasks from the meeting process, Sherpany ensures that board members are able to focus on tasks where their input, judgement, and expertise are required. This ensures that your board meetings create impact and outcomes that are commensurate with your collective expertise and experience. 

Elevated decision-making  

Sherpany enhances decision-making with features like secure digital voting and real-time action tracking. Boards can act swiftly and effectively, supported by tools that provide clarity, accountability, and a complete audit trail.  

A future-ready boardroom

Sherpany equips boards to adapt to evolving challenges, from remote collaboration to navigating complex compliance requirements. Its user-friendly design ensures adoption across all levels of technical expertise, creating a resilient, agile governance process.  

Sherpany’s boardroom technology is your partner in achieving governance excellence. By simplifying processes and enhancing effectiveness, Sherpany empowers boards to deliver meaningful results today while staying ready for tomorrow.  

Boardroom technology: Choose wisely — and choose now  

In an era where responsiveness, security, and collaboration are all key to success, the right boardroom technology is a necessity. Boards equipped with robust digital tools can transform how they operate, shifting focus from logistical hurdles to strategic impact.  

The right solution streamlines processes, reduces administrative burdens, and enhances decision-making with data-driven insights. It fosters collaboration across remote teams, builds trust through airtight security, and keeps boards aligned with organisational goals.  

Delaying the adoption of modern boardroom technology risks leaving your organisation vulnerable to inefficiencies, compliance challenges, and missed opportunities. The benefits of an optimised tech stack are clear: greater productivity, stronger governance, and a future-ready board.  

The choice is yours. By acting now, your board can embrace the tools that empower better governance and prepare for what’s ahead. If you’re ready to future-proof your boardroom technology, book a demo today and find out how Sherpany can help.