Onboarding For Technology
Technology Training: Executive and Board of Director Onboarding
Non-profit organizations and small businesses with boards of Directors or “Executive Committees” (herein after referred to as “Directors”) typically undertake an onboarding process to orient new members. Board members are usually recruited for their business and social competencies, connections, and experience or knowledge of the line of business. People sought for the board are those in the specialties of finance, law, public relations, fundraising, management, and technology innovation.
Because technology is constantly transforming workplace tools it is hard for new directors to be up to date in all the technological changes occurring. Onboarding directors typically involves covering the company’s history, business sector, mission, management, and other key aspects of the business.
While these topics are essential, companies must not overlook the need to educate all directors, regardless of their experience, about key policies for information management, security, and communications. Directors need to be reminded that in using modern technology they must continue to guard against inadvertent public exposure of the company’s assets: financial records, protected health information (PHI), meeting agendas and minutes, and much more.
Board Portals
Many companies establish online ‘board portals’ for directors to securely login and process business e-mail and acquire board documents. Portals are not the perfect solution, but they are widely used. Unfortunately, portals of some public corporations have been compromised allowing significant data leaks often because a director had his or her e-mail account hacked. Fortunately, the use of a board portal where all activity is logged insulates individual directors from finger-pointing at any one director.
Directors may be hesitant to give up their previous paper-based process, but company-issued and mandated laptops or tablets can help reduce objections. Once accustomed to the new tools reluctant directors often recognize the benefits of these devices. Electronic information is, of course, instantly accessible, and easily portable. Digital electronic transmission of board documents saves time and money and is also environmentally friendly
Director Communications
Board portals provide a secure and convenient e-mail platform for communication with management and other board members. Directors, like all other company representatives, should be reminded of sensible guidelines for electronic communications, especially e-mail, which may be sensitive in substance or tone or intended to be private and confidential.
Leaked private communications can quickly become front-page news, and deleted e-mails are never really gone. Further, e-mail is not the proper venue for director debates with management or each other, and directors should always provide substantive comments by phone, not by e-mail. And the “reply all” e-mail function should rarely, if ever, be used.
It should be emphasized that directors should never use personal e-mail accounts, texting accounts, social media, and voicemail or other digital devices for conducting director business. Although most directors are cautioned to use only official company e-mail accounts and devices for company business, directors do not consistently appreciate the potential consequences for failing to do so. Directors who use their personal e-mail accounts or devices for board communication risk not only the security of confidential corporate information but also their personal or family privacy. Those personal accounts and devices, including home computers and personal phones, may be subject to search and disclosure investigations and lawsuits! Court discovery* rules may include a wide range of electronically stored information, including e-mail, texts and other instant messages, voicemail, postings on social networking sites, and information stored on personal computers, phones, or other electronic devices, if they are used for board business.
In addition, directors may have a duty to preserve electronic information that is relevant to pending or anticipated litigation. If a judge or jury finds that directors destroyed documents or deleted e-mails or other information, even from their personal accounts, the court may infer that the content of those deleted items would have been unfavorable to the directors or to the company. This type of “adverse inference” can of course be very damaging in litigation.
In conclusion, being a director in today’s business world is far riskier for those that don’t follow company protocols and mandates for business communication and storage of business data. This is true for large and small business and non-profit organizations. Most are subject to scrutiny by the courts in litigation and by many state, federal, and tribal agencies tasked with protecting consumers from discrimination and other violations of laws and regulations.
We hope that the above information proves helpful with the onboarding process for corporate board members, particularly focusing on technology literacy, information management, and communication protocols. The emphasis on the use of board portals and electronic communication tools is relevant in today’s fast-paced and technology-driven business environment.
Technology Literacy
Consider implementing the following strategies to improve your business technological literacy and security.
- Structured Onboarding Program: Consider outlining a structured onboarding program that includes specific modules for technology literacy, information security, and communication protocols. This ensures a comprehensive understanding of these critical aspects.
- Interactive Training Sessions:
Introduce interactive training sessions or workshops on technology literacy, where new directors can actively engage with the tools they’ll be using. Hands-on experience can accelerate the learning curve. - Case Studies:
Incorporate real-world case studies of companies facing data breaches or security issues to highlight the importance of adhering to information management policies. This could serve as a powerful tool to emphasize the consequences of lapses. - Continuous Education:
Stress the importance of continuous education in technological advancements. Given the rapid pace of change in technology, periodic updates or training sessions can keep directors informed and competent. - Cybersecurity Awareness:
Incorporate cybersecurity practical tips for creating strong passwords or phrases, recognizing phishing attempts, and securing personal and professional digital assets. Cybersecurity is a shared responsibility and should be part of the ongoing dialogue. - Scenario-based Learning:
Incorporate scenario-based learning for director communications, where potential situations requiring communication are presented, and the appropriate mode of communication is discussed. This can help directors develop a nuanced understanding of when to use different communication channels. - Legal Implications:
Elaborate on the legal implications of using personal devices for board business, emphasizing the potential consequences and risks involved. This could include legal obligations in the context of litigation and data preservation. - Contact Information:
Provide directors with the e-mail address or specific personnel names designated for inquiries related to board onboarding or technology implementation. This ensures a clear and accessible channel for those seeking assistance.
Is your business interested in implementing board portals or other communication technologies (web-based, radio, or other cloud-based solutions)? Flagstaff Tech Net can assist you with this process and further develop the eight strategies shown at the end of the document.
Call us at 928-224-9642 or complete the inquiry form below expressing the assistance you are seeking.
(*) The court discovery process refers to the legal procedure through which parties involved in a lawsuit exchange information and evidence (including digital documents such as e-mail, texts, and other online corporate records) relevant to the case. This process allows each party to obtain information from the other side to prepare for trial, ensure a fair presentation of the case, and promote the efficient and just resolution of legal disputes.
