Are you looking for tips for buying board management software for your organization? You’ve come to the right place. In an era where technology drives transformation across all industries, board-led organizations like condos, HOAs, community associations, nonprofits, and charities are no exception. Embracing cloud-based software is now essential for modern organizations to thrive.

Basic skills like using a smartphone, email, Excel, Word, and perhaps Dropbox and Google Drive are no longer sufficient. A wave of cloud-based solutions has revolutionized the board management industry. But remember, software can only optimize your organization if you choose the right one.

Selecting the best software for your board can be daunting, but this guide is here to help. The right product will be crucial in streamlining your board’s management, allowing them to focus on their primary role: making decisions and providing leadership and direction.

It’s time to stop juggling disjointed tools and outdated methods. Let’s dive into finding the ideal solution for your board.

The Evolution of Software Purchasing

Gone are the days of buying software licenses and downloading programs from CDs or the internet. Today, software is typically purchased on a subscription basis, called SaaS (Software as a Service). This model means you access the software through a web page, with no downloads required, making it more convenient and cost-effective.

Why DIY Solutions Fall Short

Many boards still rely on scattered storage solutions—filing cabinets, bankers’ boxes stored in directors’ homes, thumb drives, email inboxes, Google Docs, Dropbox, or WordPress sites. These methods are not only inefficient but also risky.

Modern software like BoardSpace has features and tools to solve various board management challenges. No single product does everything, so it’s crucial to determine what you really need. To avoid being overwhelmed by unnecessary features, make a list of the specific problems you aim to address with the software.

Gather input from everyone who will use the software. More perspectives will help you compile a comprehensive list of needs. The goal is to identify as many issues as possible that the software can resolve.

Identify Your Challenges and Discover the Right Features 

To choose the right board management software, start by listing the challenges your board faces. Gather input from everyone who will use the software, as diverse perspectives will help you identify a comprehensive list of needs. The goal is to find software that solves your problems and offers significant benefits.

Challenge: I need to organize my documents.

Feature: Document Management

Benefit : I can always find what is needed. Secure, safe, organized.

Challenge: I want to create agendas easily.

Feature: Agenda Builder

Benefit: Save time by reusing templates. Not need to start from scratch.

Challenge: I never get my minutes finished and then a month has passed and everyone has forgotten what was said.

Feature: Minutes

Benefit: Create minutes during or after meetings and have drafts ready immediately.

Challenge: I forgot to cancel a contact. It cost us a whole year of paying for something we didn’t want.

Feature: Planner

Benefit: Automated reminders ensure that you never forget an important event.

Challenge: We dash off at the end of our meetings and forget to jot down who is doing what and its due date.

Feature: Actions (to-do-lists & projects)

Benefits: Track actions and sends reminders, ensuring nothing falls through the cracks.

Challenge: Some of our board members connect via telephone for our meetings. They have a hard time keeping up.

Feature: Live update (minutes)

Benefits: Easy for remote attendees to keep up with the meeting even if the sound quality is poor.

Challenge: Our board needs structure.

Feature: Built-in-best practices

Benefits: BoardSpace was designed with best practices to streamline your board’s operations.

Why not just use Dropbox or Google Docs?

Many software vendors provide document storage, but the challenge is for board members to find their documents. Directors change regularly as their terms end.

It’s crucial that future users can easily understand and administer the organizing systems set up today.

Not all document storage systems are created equal.

Explore the differences between BoardSpace, Dropbox, and Google Docs.

Comparing BoardSpace to Dropbox and Google Docs

Document Storage System

BoardSpace – Yes

Dropbox – Yes

Google Docs – Yes

Purpose-built for boards

BoardSpace – Yes

Dropbox – No

Google Docs – No

Board Management System

BoardSpace – Yes

Dropbox – No

Google Docs – No

How much storage is provided?

BoardSpace – 500GB

Dropbox – Depends on plan

Google Docs – Depends on plan 

Organizing structure

BoardSpace – Tags

Dropbox – Folders

Google Docs – Folders 

Ease of finding documents

BoardSpace – Very easy

Dropbox – Not easy

Google Docs – Not easy

Ability to export

BoardSpace – Yes

Dropbox – Yes

Google Docs – Yes

The Nitty Gritty

Complex systems don’t always translate to easy management. Choosing a user-friendly system is crucial for volunteers who may not be technical experts. Volunteers don’t want to waste time finding documents or learning new systems. BoardSpace is designed with volunteers in mind, ensuring that your board runs smoothly and efficiently.

Can I use BoardSpace for my committees?

Absolutely, you can use BoardSpace for your committees! Our versatile features also make it an excellent tool for managing committees.

If your property management company already uses HOA software, you might wonder why you need anything else. The answer is simple: most HOA software products lack the board-focused features essential for effective board management.

Homeowner association software typically includes features such as:

• Financial management
• Amenity reservations
• Event management
• Member database
• Website
• Work order management
• Calendar management

None of these features support board management.

Don’t forget to ask these questions too!!!!

Is there an onboarding fee?

Sometimes the onboarding fee is significant, or the cost is not shown upfront, so be sure to ask.

BoardSpace does not change an onboarding fee, but some customers will select a white-glove service that includes onboarding and other services.

What happens if the board changes to a new property management company?

Most commonly, the property management software is in the management company’s name. When the condo changes management companies, their records are left behind.

BoardSpace is fully portable.

If the number of users changes, is there a per user cost that will increase the price?

Many vendors charge a “per-user fee” that can substantially increase the annual cost.

BoardSpace does not surprize your board with additional charges mid-subscription because the number of users changes.

Is the vendor open to suggestions for new features?

The best companies are always looking to improve their products.

At BoardSpace we want to hear from our customers. Our future development plans are based on what our customers want.

What happens if we change our minds after a few months?

Onboarding fees are usually non-refundable.

BoardSpace offers a 60-day money-back guarantee. If you don’t like our software and we can’t fix what you don’t like, we’ll give you 100% back.

Why BoardSpace Outshines Google Drive and Dropbox

General document storage solutions like Google Drive or Dropbox fall short when organizing your board compared to purpose-built software like BoardSpace. 

BoardSpace offers a comprehensive suite of features beyond just document storage. 

• Document Management: Easily store, organize, and access all committee documents in one place, ensuring everyone has the information they need.

• Agenda Builder: Create and share agendas for committee meetings quickly, using templates to save time and maintain consistency.

• Minutes Management: Record and distribute meeting minutes efficiently, ensuring all committee members are informed and on the same page.

• Task Tracking: Assign and monitor action items, making sure tasks are completed on time and responsibilities are clear.

• Event and Deadline Reminders: Set reminders for important dates, such as project deadlines or upcoming meetings, so nothing gets overlooked.

• Collaboration Tools: Facilitate better communication and collaboration among committee members, regardless of their location.

A New Era of Board Management

BoardSpace simplifies and streamlines board management, making it easier to attract and retain directors. By eliminating the busy work traditionally associated with board administration, prepping for your next board meeting will take much less time, allowing directors to focus on making great decisions for their communities.

Say GOODBYE to endless email chains, spreadsheets, scribbled notes, unfinished minutes, and missing documents.

Say HELLO to the power of organization and welcome efficient and effective board management with BoardSpace.

Curious to know more? Do you have 2 minutes?