Streamlining Board Communications

A Practical Guide for NFPs

The structure and strategical operations of not-for-profit organisations present certain unique challenges, particularly in the realm of communication. With board members often serving in volunteer capacities, it may be tempting to rely on personal devices and email accounts for board communications. However, this presents a significant detrimental risk to an organisation's security and data privacy policy. This post delves into strategies available to not-for-profit organisations to ensure streamlined, secure board communications using existing Microsoft 365 tools – namely, SharePoint.

In this post, we are going to look at:

• The Importance of Data Security in Board Communications

• The Advantages of Utilising SharePoint for Board Communications

• Steps to Set Up a Secure Board Communication Environment on SharePoint

• Benefits and Features of a Centralised Communication Platform

The Importance of Data Security in Board Communications

Protecting organisational and board information is crucial. With information sometimes stored on board directors' personal devices, there is a high potential for data breaches and compromise of sensitive information. This not only negatively affects the organisation but may also breach organisational privacy policies.

The Advantages of Utilising SharePoint for Board Communications

Microsoft 365 includes SharePoint, a secure platform for building intranet sites and creating pages, document libraries, and lists. SharePoint comes with intrinsic security features that safeguard sensitive board communications. It enables you to compartmentalise your board communications, ensuring they stay independent from the rest of the organisation's communications.

Steps to Set Up a Secure Board Communication Environment on SharePoint

Within SharePoint, you can create a dedicated space for board communications. This space should be separate and secure, only accessible to authorised members. You can also restrict the ability to download, share, or print documents from this space, thereby enhancing the data's security.

Benefits and Features of a Centralised Communication Platform

Centralising your data in a single location like SharePoint has numerous benefits. First, it enhances data security, as documents are not spread across multiple personal devices. Second, it enhances efficiency, as all board members access the same platform for communications, reducing redundancy and confusion. Third, it simplifies the process of adding or removing members and managing data privacy compliance.

Conclusion

For not-for-profit organisations, balancing effective communication with board directors and allowing collaboration while maintaining the integrity of the organisation’s security protocols can be challenging. By utilising existing resources such as SharePoint, not-for-profits can leverage the platform's security features and centralised point of reference to streamline board communication, enhance data privacy, and uphold their data privacy policies.

Let’s Get Started

If you are interested in learning more about implementing this solution within your organisation, we're here to help. Book a Free Call with GBA Online today and start optimising your board communication strategy.