‘But the Directors Use Provider XXXX’ – Why That’s Not a Good Enough Reason

Beyond Familiarity: Why relying solely on your familiar board portal provider might Be Holding You Back

For many Australian boards, a vendor that the directors are familiar with may have been the go-to name in board portals for years. It may be a robust, established platform, and directors often become familiar with its interface, foibles and functionalities. This comfort, however, can sometimes create a powerful inertia: “We use XXXX, and it works, so why bother looking elsewhere?“

As we navigate the complexities of 2025, where cybersecurity threats are escalating and the demands on board oversight are growing, this comfortable familiarity might inadvertently be preventing your board from leveraging cutting-edge governance tools.

While older, legacy board portals may have served many organisations well, the digital landscape is evolving at an incredible pace, and so too are board portal solutions like Athena Board.

Let’s explore why “because our directors use XXXX” is no longer a sufficient reason to avoid exploring other options.

1. The Rapid Pace of Innovation (Beyond Just “Good Enough”)

Think about how quickly technology in general has advanced in just the last few years. Board portals are no exception. While products continue to evolve, other providers, like Athena Board, have been innovating rapidly, often introducing:

• Sleeker, More Intuitive User Interfaces: Designed for modern tablet and mobile experiences, making navigation seamless and less frustrating for busy directors.
• Enhanced AI-Powered Features: From intelligent document search and automated summarisation (imagine quickly grasping the essence of a lengthy report) to sentiment analysis in meeting discussions, AI is transforming how information is consumed, and insights are generated.
• Next-Gen Security Protocols: Constantly updated encryption, advanced threat detection, and more granular access controls that might surpass older architectures.

If your board portal is just “good enough,” you might be missing out on efficiencies and insights that truly elevate your governance practices.

2. The Opportunity Cost of Stagnation

Sticking with the familiar can lead to a significant opportunity cost. What are you potentially missing out on?

• Time Savings for Administrators: Newer portals, like Athena Board feature advanced automation for meeting creation, agenda management, and minute generation, freeing up company secretaries for more strategic tasks.
• Improved Director Engagement: A more user-friendly interface, richer annotation tools, and quick access to data can encourage directors to spend more time engaging with materials and contribute more effectively.
• Enhanced Decision-Making: Access to real-time dashboards, smarter analytics, and AI-driven insights can empower directors to make more informed and timely decisions.
• Optimised Cost-Effectiveness: While some board vendors are considered a premium product, the market has expanded. Athena Board offers comparable, or even superior, feature sets and service levels at a far more competitive price point and provides flexible licensing models – especially for Schools and Not-For-Profit enterprises.

3. The Board’s Duty to Due Diligence (Even for Tools)

Good governance extends to ensuring that the tools used to support the board are fit for purpose and represent the best available option. Periodically reviewing your technology stack, including your board portal, is a healthy exercise in due diligence. It demonstrates a commitment to continuous improvement and risk management.

Addressing Director Comfort and the Path Forward:

It’s understandable that directors value familiarity. Change can be disruptive. However, framing the exploration of new board portals not as a forced upheaval, but as an opportunity to:

• Enhance their personal experience: Show them how a new portal can make their job easier and more insightful.
• Strengthen organisational governance: Highlight the security and efficiency gains.
• Future-proof the board’s operations: Emphasise adaptability and staying ahead of the curve.

Consider piloting a new portal with a subset of directors or a committee, showcasing a live demo of a truly modern solution. Often, the “aha!” moment comes when they experience the tangible benefits of a truly intuitive and feature-rich platform such as Athena Board.

The governance landscape demands agility and foresight. While some legacy board portal providers may appear to remain a strong player, failing to explore the broader market for board portals means potentially missing out on innovation that could significantly enhance your board’s effectiveness, security, and strategic impact.

It’s time to move beyond comfort and embrace the opportunities that a dynamic tech market offers.