Paperless board meetings: The new default for future-ready boards

The future of governance isn’t just paperless — it’s smarter, faster, and more sustainable. For today’s boards, transitioning to paperless board meetings isn’t a mere technological upgrade — it’s a strategic necessity. As digital transformation accelerates and ESG priorities dominate the corporate agenda, boards must evolve to remain effective, agile, and accountable.

Embracing paperless board meetings empowers leaders to redefine collaboration, sharpen decision-making, and drive governance excellence. 

In this article, we’ll outline actionable steps to help your board embrace the paperless revolution and unlock its full potential. It’s not a question of keeping up — it’s about leading the way. 

What are paperless board meetings?

Paperless board meetings are managed digitally , eliminating the need for physical documents altogether. With the help of board management software , executives can securely access, review, and collaborate on materials from any device, and from wherever they are.

The evolution of governance from traditional printed board books to digital platforms reflects a shift in corporate governance. Remote work, environmental, social, and governance (ESG) priorities, and the demand for quicker decision-making have all driven the rise of paperless meetings. By embracing these solutions, boards can meet modern challenges with greater agility and precision.

Instead, boards can use software to centralise  meeting resources, ensuring directors have the latest updates at their fingertips. It supports sustainability by reducing paper consumption and aligns with the growing emphasis on environmental responsibility. In an era of hybrid and remote work, digital platforms ensure that board members stay connected and informed, regardless of location.

What are the benefits of paperless board meetings?

Paperless board meetings offer significant advantages, including enhanced efficiency, cost savings, improved security, better collaboration, and eco-friendly practices. These benefits collectively strengthen governance and drive organisational success.

Let's consider some of the core benefits of paperless board meetings: 

Greater efficiency

Switching to a paperless approach revolutionises the preparation and sharing of board documents. Corporate secretaries save valuable time by creating, updating, and distributing materials digitally, eliminating the logistical challenges of managing physical documents. 

Directors benefit from instant access to meeting materials, ensuring they always work with the latest versions. This streamlined process not only reduces the administrative burden but also fosters a more productive meeting environment by enabling better preparation and focus.

Cost savings

The elimination of printing, distributing, and storing physical documents translates into significant cost reductions for organisations. By cutting back on paper use, postage, and storage space, paperless meetings free up budgetary resources that can be reinvested into other strategic priorities. 

What's more, the time saved by staff in managing physical documents adds another layer of cost efficiency, contributing to a leaner and more effective operation.

Improved security

Paperless board meetings provide a robust layer of security through advanced features embedded in board management software. Encryption ensures sensitive data remains inaccessible to unauthorised parties, while role-based access controls ensure that directors only view the information relevant to them. 
Multi-factor authentication further fortifies the security framework, protecting against breaches and ensuring compliance with stringent regulatory standards.

Enhanced collaboration

Paperless platforms enhance collaboration by offering tools that encourage real-time engagement. Features like annotations, shared notes, and voting tools allow directors to share insights and propose adjustments instantly, even during the meeting itself. 

These capabilities not only streamline decision-making but also promote deeper, more meaningful discussions among board members, driving the overall quality of governance.

Sustainable working practices

The shift to paperless meetings represents a significant step towards sustainable governance. By reducing paper consumption, organisations lower their carbon footprint and demonstrate their commitment to environmentally responsible practices. This alignment with ESG priorities resonates with stakeholders, reinforcing the board’s role as a leader in sustainable decision-making and further solidifying its reputation as a forward-thinking entity.

Removing single points of failure 

Paperless board meetings remove over-reliance on any one individual — whether that's a board member or a meeting organiser. What's more, having a robust digital process in place for your board meetings ensures that your succession planning is managed by default, and helps new board members to get up to speed more swiftly.  

What are the features of using a paperless board meeting software?

Paperless board meeting software — like Sherpany — provides the tools to simplify governance processes and enhance board member collaboration. From centralised document management to real-time notifications and collaboration tools, these features are tailored to meet the demands of modern boards. 

According to Bhuva Shakti, who serves on multiple international boards, “Technology can transform board engagement by fostering continuous communication and collaboration… allowing for real-time updates, document sharing, and feedback loops, making it easier to keep board members engaged, especially when they’re geographically dispersed.” 

Let’s consider the core benefits of paperless board meeting software: 

• Document management: Centralised storage ensures that all documents are stored securely in one place. Version control prevents confusion, guaranteeing that directors work from the latest updates, and archival features provide easy access to past materials for reference.
• Real-time notifications: Board members stay informed with real-time alerts about agenda changes, document updates, or meeting rescheduling. This feature ensures no detail is missed, enabling timely and well-informed decisions.
• Cross-device compatibility: Directors can access board materials securely on desktops, tablets, or mobile devices. This flexibility supports remote participation and ensures that critical information is always within reach.
• Collaboration tools: Effective teamwork is supported through tools like annotations, notes, and decision-tracking features. These allow directors to share insights, propose edits, and keep a record of collective decisions.
• AI features: Given the evolution of generative AI, this technology is also now reaching board meetings. AI has the potential to significantly increase how prepared board members are for meetings, the efficiency of administrative processes — such as minute-taking — and improve the accessibility and organisation of important information.  

How to adopt paperless board meetings in six steps

Transitioning to paperless board meetings requires a thoughtful approach to ensure smooth adoption and long-term success. By following these steps, boards can embrace digital transformation while maximising its benefits.

Here's how to get it right in six practical steps: 

Step 1: Set clear objectives — and communicate them

Define the goals you aim to achieve with paperless meetings. Whether it’s reducing costs, improving efficiency, or enhancing governance practices, clear objectives will guide the transition and keep stakeholders aligned.
Change management can be painful at any level of an organisation, and communication plays a key role from the outset.

As Jochen Altvater, who sits on the board of Deutschsprachige SAP-Anwendergruppe,  explains, “To effectively lead digital transformation, executives must also address the psychological aspects of change. Implement a robust change management strategy that acknowledges and mitigates employee fears and resistance. “  

Step 2: Choose the right technology

Evaluate potential board management software based on its features, security, and ease of use. Prioritise solutions that provide robust document management, secure access, and collaborative tools tailored for board governance. 

It’s important to select software that not only provides the basic functionality that you need, but instead helps your board to evolve its ways of working. View this as an opportunity to lay the foundations for the future of your board. 
 

Step 3: Engage key stakeholders

Winning buy-in from directors and employees is crucial. Highlight the advantages of paperless meetings, such as streamlined processes, reduced environmental impact, and enhanced productivity, to build consensus and excitement for the change.

Often boards take a too narrow view in this. As Vibhanshu Sharma, board member and innovation consultant, explains, “[In change management] many boards tend to prioritise financial goals and end customers, often overlooking employees as essential stakeholders. Addressing these opportunities can contribute to a more holistic and balanced approach to corporate governance.” 

Step 4: Train and support your team

Offer comprehensive onboarding sessions to familiarise users with the software. Provide ongoing support and resources to address any challenges, ensuring a smooth and confident adoption process. According to Theo de Vries, who sits on the board of Wensink Aangernaam, “Boards should prioritise continuous learning initiatives, engage external expertise, and organize innovation workshops” in order to ensure the change is successful with all board members.  

Step 5: Pilot the system

Before you roll out your new system, it’s vital that you’ve tested it thoroughly — and this is where a pilot programme comes in. 

Begin with a smaller group who can test the software and refine its implementation. This approach allows you to troubleshoot any issues and adjust processes before rolling out the system to the entire board. The learnings you make during the pilot will be invaluable in ensuring that your board adopts the new technology successfully. 

The future of paperless board meetings

Paperless meetings are more than a solution for today—they represent the future of board governance. With continuous innovation in technology and growing emphasis on sustainability, the evolution of paperless boardrooms is set to redefine decision-making.

Trends in board governance

Advancements in artificial intelligence and data analytics are transforming how boards operate. AI can streamline agenda preparation, analyse complex datasets, and provide actionable insights. Meanwhile, data and analytics offer boards a clearer view of both board performance and organisational performance and emerging risks, enhancing decision-making.

The role of sustainability in the future of governance

Sustainability is now a critical priority in the boardroom, with ESG principles influencing strategic decisions. Transitioning to paperless meetings reflects a commitment to reducing environmental impact, aligning with stakeholder expectations, and reinforcing the organisation’s social responsibility.

By embracing digital solutions and staying attuned to these trends, boards can remain agile, informed, and prepared for the challenges ahead.

Paperless board meetings: Embrace the new standard today

The shift to paperless board meetings isn’t just a technological upgrade; it’s a strategic imperative for boards seeking efficiency, security, and sustainability. This transition enables organisations to align governance practices with the demands of the modern world while paving the way for long-term success.

By adopting forward-thinking approaches and leveraging cutting-edge tools, boards can lead with confidence, set the standard for governance excellence, and secure their place as stewards of a sustainable future.

If you're ready to prepare your board meetings for the future of governance, book a demo today and find out how Sherpany can welcome a new era of impact and efficiency for your organisation.