Introduction
The term UX friendly popped up in the late nineties and it has been in the tech world ever since. It stands for user experience and it is now at the core of most of the tools we use and the websites we navigate. But what exactly does it mean for a tool to be UX friendly. Despite some basic terms that apply to almost all spheres there are differences between industries and tools. When it comes to legal and governance we can think of contract management solutions or matter management tools but there is one that has some specific particularities. The board management tool. A UX friendly board tool can be defined by a set of requirements that often make users wonder is this really helping us. Let us explore what makes a board solution really UX friendly.
Essential pillars of UX product design
UX design is more than making things look nice, it is one of the main pillars of modern product design whether digital or not. In order to better grasp how UX principles apply to board management tools, it is important to have a few elements in mind such as:
Clarity
When navigating a website or a tools interface, what is worse than it loading slowly? Not being able to find information you need, confusing menus that drop down with unclear titles, or misleading titles that send users in the wrong direction. These are just a few things that can quickly make any user want to escape a website right away. Clarity is the first key pillar we will mention here, as it all starts with elements being in logical order, structured and making sense. In some way, the design and structure of a website or product should guide users rather than forcing them to learn how to use the tool or site in separate places.
Hierarchy
One works better when everything is in order. Hierarchy is linked to this idea, that the structure of a page or product makes sense for the end user. In the case of a tool, this means the user interface has been thought through with logical sense to help users achieve their goals. Certain information appears at the top because it is more relevant, either because users frequently need it or because it enables faster decision-making.
Usability
The usability pillar is the easiest to explain but maybe the hardest to achieve. It simply stands for how easy a solution, website or product is to use. In the end, no one wants to spend countless hours learning and relearning every time there is an update. When crafted mindfully, solutions must respond positively to the following questions:
User control
This element is more important than ever at a time where AI has been introduced into almost everything we use. When designing a product, user centric creators will apply the right balance between what is in control of the end user and what is not. A classic example of user control failure is out of context auto corrected messages. If the product is really good, you can revisit your choices and keep only what matters.
Now that we have some key pillars of user experience in mind we can ask how this translates into a board management tool. As mentioned earlier, UX friendliness may look and mean something different depending on the product or service, and most importantly on what end users are trying to achieve as results.
What a UX friendly board tool should feel like
Board members and general secretaries work in fast paced environments, and digitalizing board management allows for a lot of benefits, such as time efficiency and getting rid of tedious work. This is, in an ideal context, because to actually get the benefits users must first make good use of the board management solution. This is where counting on UX friendly board management tools will make the difference. Users will get used to it faster, better adopt the new system and experience less resistance to change than they would with a complex solution. Your board management tool is UX friendly when:
Board members can locate information easily
It all begins with how quickly users can find what they need. When documents, past minutes, agendas or voting materials are organized clearly, users waste no time clicking through endless pages or guessing where information might be hiding. There is no time lost looking for documents across email chains or on shared drives either. A well structured board management interface groups content logically, presents key materials upfront, and keeps navigation predictable. Even during moments of high pressure or through last minute changes, clarity prevails.
Meeting preparation is quick and accurate
Once information is easy to access the next step is making preparation effortless.
Preparing a meeting often involves collecting documents, validating materials, sharing updated versions and notifying participants. Without structure, this process becomes a marathon of follow ups and last minute corrections. UX friendly solutions change this dynamic. Workflows guide users step by step, reducing errors and keeping everyone aligned. They ensure that tasks appear in the right order. Moreover, each step is clear, and updates are sent to the right people at the right time. The result is smoother preparation and fewer surprises with simple workflows that guide each step.
Board members and secretaries can connect at all times
From preparation to decision making, communication must be fluid and always available. A UX friendly board tool makes it easy for board members and secretaries to stay aligned throughout the entire process of a meeting and resolution. Whether it is through secure messaging, abroad or not, online or offline, users should feel supported by the platform. If users feel blocked or forced to switch between multiple channels, there may be a problem with your solution.
Finally, a tool is only as strong as its ability to welcome new users with ease. Not every board member is a digital native and not every new user wants to spend a long time learning another complex system. A UX focused platform anticipates this by keeping the interface intuitive, offering simple guidance and making actions clear. New users should understand where to click, how to get an AI generated minute recap while still being able to make edits, and how to comment on documents, to name a few basic board tasks. Tutorials and training may still be necessary, but users should feel confident as they use the tool even as it changes and evolves over time.
UX friendly tools are at everyone’s reach
UX friendliness is not a luxury feature in board management, it is what makes digital board work actually work. When a platform is clear, structured, and genuinely easy to navigate, board members and secretaries spend less time searching, correcting, and chasing updates, and more time making decisions. The most effective board tools:
In short, a UX friendly board solution is not just pleasant to use. It is the key to adoption, efficiency, and better governance outcomes.
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