A digital trustee toolkit

 From last-minute board papers in email inboxes to finance reports lost in spreadsheets, trustees often struggle to get the information they need ahead of their board meeting.

 

As busy people, how can charities make it easier for trustees to access the information they need, get insights into performance, communicate outside of board meetings, and be more effective as a board? It’s time to go digital.

 

 

Why go digital?

 

There are a whole host of benefits to going digital when it comes to your board. In the Charity Digital Skills Report, 80% of charities view digital as an organisational priority. Boards that engage with digital are therefore aligning with wider organisational priorities. Here are five core reasons to go digital.

 

Efficiency: Digital offers easier access to papers and reports and to the latest versions.

 

Security: Digital offers a reduced risk of data breaches from emailed attachments.

 

Engagement: Trustees can collaborate and have discussions between meetings through WhatsApp, Slack, or Teams.

 

Transparency: When everything is in one place, it offers better visibility of performance data and decisions.

 

Inclusivity: Digital tools, such as Zoom or Teams, make it easier for trustees to participate and join meetings wherever they may be located.

 

 

The core elements of a digital trustee toolkit

 

Here are the core elements of a digital trustee toolkit along with the key tools you’ll need to digitise your board.

 

 

Document management

 

Having a secure online area for key documents helps trustees access what they need, when they need it. Create a ‘trustee hub’ folder for standard documents, such as the charity’s strategy, governing document, key policies, trustee handbook, and so on. And create separate folders for board papers and away days.

 

Having the documents all in one place allows for easy access as well as access to the most up-to-date versions of papers. It also means no longer having to send documents and PDFs via email, which may not be as secure.

 

 

Reporting dashboards

 

Finance and performance dashboards, using tools such as Google Data Studio, Power BI, or even Google Sheets, can give trustees real-time access to finance reports, fundraising targets, web analytics, and more.

 

This can help them see how the charity is moving towards their strategic goals and focus on insight rather than paperwork.

 

 

Meeting and collaboration tools

 

Many boards are made up of trustees who live all around the UK or with caregiving responsibilities, so having online meeting tools are essential for inclusivity.

 

Teams is usually the preferred option as many charities already have Microsoft 360, but there is also Zoom and Google Meet.

 

Shared planning tools, such as Trello, can be helpful for boards to track their board action log. Board cohesiveness and engagement outside of meetings is so important. Set up a secure Teams channel, Slack channel or WhatsApp group to stay in touch outside of formal meetings.

 

 

Secure communication tools

 

Personal email addresses should be avoided when it comes to sharing board papers and board business. Trustees should be set up with a secure charity domain email address to access the information and resources they need. Explore options that offer many tools under one secure platform.

 

Microsoft 360, for example, offers email, SharePoint, Teams, and more – making it easier and more efficient for boards to communicate and access papers. It means having one login so reduces the need for numerous platforms and passwords.

 

 

E-signatures and approvals

 

Tools such as Adobe Sign or Docusign make it easier and quicker to sign contracts, approve accounts or policies. They also help maintain a paper audit trail for compliance.

 

 

How to get started with a digital trustee toolkit

 

It may seem intimidating or even overwhelming to implement digital platforms and tools for your trustees. It’s important to also consider how confident your trustees are when it comes to digital. Here are some practical steps to get you started.

 

Start small: There’s no need to digitise everything at once. Pick one area, for example board papers, and digitise that. Doing things incrementally may also help build confidence in those trustees who lack digital skills.

 

Use what you have: Chances are your charity is already using digital tools that can be shared with your trustees – such as Microsoft 360, Zoom, or Google Workspace. There’s no need to spend money on new tools when you already have platforms and tools in place.

 

Set clear roles and responsibilities: Assign who in the charity will be responsible for managing access, security updates, and uploading documents for the board. It’s a good idea to have more than one person assigned to these tasks to ensure continuity in case they move on from the organisation.

 

Provide training and support: Some trustees may lack confidence or skills when it comes to using digital tools and platforms. Be sure to provide training or even short ‘demo’ videos to help them get used to them. Also be sure to give them a dedicated point of contact within the charity should they need any help.

 

Regularly review your tools: To ensure your tools are accessible and fit for purpose, review them regularly.

 

 

The Digitally Informed Trustee

 

Lead your charity with assurance and foresight with learnings from our upcoming event. Through interactive sessions led by expert speakers from the charity and digital sectors, you will gain the skills you need to be an effective, ethical, and digitally-savvy trustee.

 

Register for the Digitally Informed Trustee