We are excited to annonounce that we have released the tool for Board Management in Copyl today. It’s the second released module of the Copyl software suite. Contract Management was released a couple of weeks ago.
User needs
Board meetings and board management is usually built around meetings where there is an agenda sent out before the meeeting and a Minutes of Meeting is produced during/after the meeting. That MoM contains a lot of data that is normally hidden in the text. Sometimes a board member keeps a separate Excel sheet with decisions and todo:s. We, and our focus group, thinks this is not optimal. Some of the conclusions we got:
Many board members are new in their roles. Some board members find it hard to be creative because of rigorous agendas. Important decisions are often hidden in text. Text is hidden in documents not opened again after one read, and they are often stored in Google Drive. Difficult to see who voted for/against different decisions. Cumbersome to follow up on tasks defined in the meetings. Separate tool needed for online discussions between the meetings, often email and/or Facebook groups.
Our design goal grew into Copyl Board Management is the best tool for board members around the world were they have all information in one place. The user-interface is very easy to use for all levels of experience. Collaboration tools for board members makes the board work more effective and creates opportunities for board members to be more innovative, even outside the meetings. A forever free version for boards with fewer members helps them have a professional structure to grow their businesses.
Features that reflect the user needs
The user experience of Copyl overall is another future blog post. We have spent a lot of time designing and evaluating different designs to be as globally unique and userfriendly as possible.
Meeting Organizer
By setting up the meeting in Copyl Meeting Organizer you can let the board members vote for which date the meeting should be held. You can also put up the agenda there and let the invited to add to the agenda. Any documents can be attached and everyone is invited by email.
During the meeting you can use the agenda to build up the Minutes. Absence is also registred automatically.
You have access to past meetings on the Board Dashboard.
Owners Directives
This feature is important for organizations that have gotten directives from the owners and want to keep them available at all time. You see the directives together with the date they were published.
This feature is available for the Professional and Enterprise users.
Decision Log
All decisions could be logged in the special feature on the Board Dashboard. That gives you an overview over all decisions and you can also go back and see who voted for/against and how the discussions looked like.
Virtual Data Room (VDR)
We’ve created a data room were you can structure and upload your important documents. You will get a folder structure by default, that you can change to fit your special needs.
You can of course connect documents in the VDR to the Contract Manager in Copyl to keep track of dates, suppliers, customers etc.
Board Member Directory
A simple directory were you get to know your fellow board members.
Shareholder-/Stakeholder Directory
An easy-to-use directory for your shareholders or stakeholders if you are not an limited company. You can register the shares here and keep a share register if you like.
This is a feature available to the Enterprise users only.
Note: GDPR and the shareholder directory
Copyl follows GDPR so you can be sure that no personal information is leaving the platform unencrypted. You must inform the shareholders/stakeholders and board members that you are storing information about them in Copyl. Depending on your local laws around shareholder directories you must keep the data for a substantial amount of years. In Sweden that is 10 years.
We have put a small reminder in the user interface about this so you won’t forget.
More information & feedback
Please reach out to rolf.back@copyl.com or visit https://www.copyl.com/en/software/board for more information about Copyl Board Management software.
We are eager on getting feedback from all of our users that will help us develop Copyl to be the best business software out there.
No installations — Copyl is intelligent business software in the cloud.
