The Power of Convene: Why Administrative Assistants Prefer Board Portal Over Google Workspace (Formerly G Suite)

From managing schedules to facilitating meetings, an administrative assistant’s role demands a hundred percent coordination and organization skills. To help them do their roles more efficiently, many utilize modern solutions and administrative software tools, such as Google Workspace and board portals, to streamline their workflow.?

Of the two, administrative assistants often find that board portals better meet their needs than Google Workspace. How? This article will explore the pros and cons of G Suite or Google Workspace and the key features that make board portals a superior option for administrative professionals.

Pros and Cons of Google Workspace (Formerly G Suite)

Google Workspace offers a suite of cloud-based collaboration tools, including Gmail, Google Drive, Google Meet, and more, allowing seamless team members access from anywhere with an internet connection. Widely adopted by organizations, Google Workspace has its benefits and disadvantages that board administrators should take note of.?

Pros

Enhanced Collaboration Features?

If there’s one word that best describes using Google Workspace in the corporate world, it is collaborative. With real-time editing and commenting features, multiple users can simultaneously work on documents, spreadsheets, and presentations in one digital space through Google Drive, regardless of location. As far as collaboration goes, the admins can create a Collaborative Inbox or a shared inbox wherein team members can assign tasks and track progress without leaving the Google ecosystem.

Cross-Device Synchronization

Google Workspace allows users to sync their work seamlessly across all their devices and get things done as long as they can access their Google account. This means they can easily pick up work they left off their office desktop and take it to their tablet and vice versa. This enhanced accessibility encourages productivity within the team and enables individuals to effortlessly transition between tasks and devices without losing momentum.

Cons

Lack of Specialization

Google Workspace may be remarkable for collaboration but lacks customization for specific organizational needs, like managing access permissions or integrating with specialized administrative software. This restriction raises a red flag for some organizations that need additional features or integrations to support their operations.?

Security Concerns?

Since Google Workspace stores all data in the cloud, cyber-attacks are always risky. Gartner says at least 90% of organizations may inappropriately share sensitive data due to user misconfiguration. This is made even worse by the wide array of collaboration tools Google Workspace offers, which creates more opportunities for accidental data exposure amid its robust security features.?

This is also one of the major reasons why companies often go for third-party solutions such as board management software to tailor their administrative processes.?

Key Features of a Board Portal

Board portals like Convene are purpose-built solutions for more efficient board meetings and office management. Hence, administrative assistants prefer using it over other generic executive assistant tools. Here are some key features that put board portals above the competition:

Streamlined Communication and Operation?

Board portals offer a specialized and centralized platform for managing all aspects of board meetings, from agenda creation and document distribution to reviewing and voting. Communication is streamlined because everything a board administrator needs is in one secure space, saving time and reducing costs. Additionally, live meeting features like annotation tools and page synchronization let everyone in the team stay informed of the changes no matter where they are, adding to better productivity and a smoother decision-making process.??

Enhanced Security

Confidential board materials must be handled with utmost security. Thankfully, administrative assistant tools such as board portals employ advanced security measures, such as enterprise-grade encryption and customizable access controls to prevent unauthorized access and ensure compliance with regulatory standards.?

Advantages of Convene Over Google Workspace for Administrative Assistants

Administrative assistants play a crucial role in the smooth running of an organization, so they need tools that simplify their tasks and not make them more complicated. Enter Convene, a board management software that empowers board governance. The following are the advantages of Convene over Google Workspace for administrative assistants:?

Tailored for Board Administrative Needs

Convene is designed with board administrators’ needs in mind. Unlike generic solutions like Google Workspace, Convene offers personalized executive assistant tools that streamline their daily responsibilities and remove the frequent back-and-forths of tasks or action items in different apps.?

Seamless Meeting Management

Managing meetings takes up most of an administrative assistant’s time. As such, they need a tool that specializes in this area. Meeting preparations are made easier with Convene by using agenda templates and the scheduling assistant feature, which allows users to view the calendar of participants and see when attendees are all available to attend a meeting, so there are no conflicts.?

Efficient Document Collaboration

While Google Docs and Google Drive have their merits, Convene takes document collaboration to the next level. With features like version control and comprehensive access controls, administrators can easily manage, track revisions, and collect feedback from board members, all within a centralized environment. This eliminates the risk of unauthorized access or edits and enables teams to work seamlessly across projects wherever they are. Convene also has a Document Library to keep all files in one place, saving users the stress of locating necessary documents.?

User-Friendly Interface

Another significant advantage of using Convene is the ease of use. Convene’s intuitive interface allows administrative assistants to send meeting invites, track RSVPs, and create meeting agendas without going through heaps of troubles with its navigation. A good board portal like Convene lets even the least tech-savvy members navigate the platform easily and perform tasks without extensive training or prior knowledge.

Security and Compliance

Convene strongly emphasizes data security and compliance, ensuring that the company’s confidential documents and information are protected at all times. Its robust encryption protocols and compliance with industry standards demonstrate this commitment. In addition, Convene implements role-based permission that fine-tunes access levels, ensuring that only authorized personnel can view, edit, or share sensitive documents. This granular access control is what separates Convene from Google Workspace.?

In conclusion, Google Workspace is not a bad business tool at all. However, if you’re managing board meetings and documents that put security as its utmost priority, it’s better to resort to dedicated administrative assistant tools like Convene to handle administrative tasks more effectively. Go to azeusconvene.com if you want to learn more about its helpful features.?