Why You Should Put Value on the Importance of Board Communications
What is the most important foundation of any organization? While the companies might have different opinions on the matter, they would definitely mention communication. After all, it is one of the most important foundations of every organization.
Company secretaries know the importance of board communications, especially because it is their task to build channels. They are connecting the board members with their co-directors and chairperson while handling the communication management for the board directors. At the same time, they are also serving as the line of communication with the general counsel and significant third-party advisors.
With this, company secretaries are implementing a full-scale security policy to protect the communication channels of the organization.
Having a Secure Messaging Tool
Company secretaries are making sure that communications via messaging tools are safe for the whole company. They know that online conversations are usually done through this feature compared to other channels. Company secretaries are safeguarding the messaging tools from potential cyber hacking and leakage so that private information will remain private.
Industry experts have been encouraging companies to adopt secure board communication tools, regardless of the sector. The company members can reach out to one another anytime anywhere, making it convenient.
This kind of platform has an interface comparable to smartphones and popular messaging apps, which means the transition to this communication channel is deemed smooth and easy.
With a messaging tool in place, the companies can stay away from using personal and corporate email systems as media of communications. Therefore, companies are lessening the risk of cyberthreats and attacks.
Controlling the Access to Company Documents
Valuing the importance of board communications, company secretaries should be able to set up control over the board materials. They are making sure that access is only allowed by those who have clearance.
When you post a report or any file on your company website, it becomes a public document. However, if you post the documents privately, only the company directors and employees can read them.
In crafting the control system, company secretaries should know the officials and employees allowed to access certain documents. There are documents—which are usually sensitive—that are only for the eyes of the chair, directors, and the company secretary.
At the same time, the company secretaries should also be able to set up communication channels for different purposes. One for the whole organization, for the directors only, and for the top executives only. This is to allow people to have conversations freely and in private.
Beware of the Digital System’s Vulnerability to Cyber Threats
Corporate secretaries are approaching security via holistic methodologies because cyber-attacks could be launched everywhere anytime by anyone. Instead of just using a mandated security checklist, the businesses should implement company-wide risk management activities regularly to cushion any potential loss.
In doing so, the company secretaries—keeping in mind the importance of board communications—are guaranteeing that the system’s weaknesses will be found out and be addressed immediately. Company secretaries are implementing initiatives to minimize threats at an acceptable level before they take over the digital database and communications channel.
Company secretaries are doing their best to make sure that documents uploaded on the shared online spaces are encrypted to add a layer of protection. At the same, the devices—such as laptops and desktops—of every employee should be secured and have strong firewalls.
Different Types of Communications for Company Secretary
Corporate secretaries are serving the entirety of the company, even though it should be highlighted that they know the importance of board communications. They are establishing a line of communication to everyone. Here are some of the forms of communications for the company secretaries.
Oral Communication
Company secretaries are the first line of contact for the companies’ departments. Being in the position, you must be able to deal with people politely all the time and listen intently to their query so you can assist them accordingly. You should be able to know everything that goes in the company so you can answer with proficiency.
Meanwhile, for internal communications, company secretaries should also be able to talk tactfully with their fellow employees.
Written Communication
As a corporate secretary, you can never go away from having to write company letters and memorandum, among others. To be effective in doing this task, you should have a broad vocabulary and proper grammar. You can use spell-checks as well to make sure you did not miss anything.
The writing skills of corporate secretaries can also be tested when taking the minutes of the meetings. Corporate secretaries are improving this skill through practice as they attend more meetings. Some companies are using digital aid to help their secretaries get the job done more accurately and quickly.
Interpersonal Communication
Company secretaries are building a good relationship with everyone, despite coming from different walks of life. They are taking the time to have that connection with their fellow employees. By doing so, their co-workers are approaching them without reservations.
Finding the Right Company Secretary for your Company
When hiring your company secretary, make sure that this person understands the importance of board communications. As discussed, having a proper channel of communication—and even digital space—is vital for the company to move forward, especially at a time where almost everything is online.
Your company should not hesitate on taking on its digital transformation right away.
Looking for Indonesia corporate secretary services? Reach out to 3E Accounting. We offer top-of-the-line accounting and business advisory services just for you and your company. Contact our team and we are more than happy to serve you today.
