The Fax in the Boardroom
Why Modern Governance Starts With Digital Expectations
by Michael Barrick / July 11, 2025
The Fax in the Boardroom: Why Modern Governance Starts With Digital Expectations
There’s a story I still can’t believe is true:
A wealthy board member at a prestigious independent school in Delaware once insisted that the agenda and board packet be sent to her by fax.
Not emailed.
Not mailed.
Faxed.
That moment has stuck with me — not because it was typical (it wasn’t), but because it reveals a persistent truth: the widening digital divide in nonprofit boardrooms.
Even today, some board members still avoid using board portals. Instead, they rely on email threads, printed binders, shared folders on cloud drives, or worse — they disengage from technology altogether.
This isn’t just inefficient. It’s a governance risk.
The Outdated Boardroom: A Cultural Problem, Not a Technical One
Picture the boardrooms of the past: smoke-filled lounges, decisions made over whiskey and handshakes, influence built on Rolodexes rather than research. Those rooms were built for a different era.
Today, boardrooms need to be nimble, data-informed, and digitally connected. But too many are still operating with a mindset stuck in the past.
The problem isn’t that some directors are unfamiliar with technology.
It’s that we haven’t expected them to grow with it.
That has to change.
The Role of Technology in Modern Governance
Modern governance requires more than showing up and reading reports. It requires the ability to:
- Interpret real-time data
- Act on predictive insights
- Manage digital risk
- Lead through change and uncertainty
AI is already reshaping how boards assess risk, monitor outcomes, and make strategic decisions. If a trustee struggles to use a portal today, how will they adapt to AI-generated insights tomorrow?
The future of governance won’t wait.
Digital Expectations: A New Standard for Board Service
To modernize governance, boards must make digital fluency a core part of their expectations:
- Make tech literacy part of every board member’s role
- Provide training and support, especially for AI tools
- Set the standard that portals and digital tools are essential, not optional
- Frame digital adoption as a fiduciary duty
This isn’t about shaming anyone. It’s about equipping directors to serve effectively in a fast-changing world.
How Board Chairs and Chief Executives Lead the Shift
The transformation doesn’t start with software. It starts with leadership.
The board chair sets the tone.
The chief executive supports the execution.
Together, they modernize how the board thinks, works, and makes decisions.
Here’s how they lead the shift:
- Align privately on urgency, gaps, and goals
- Set the standard publicly: digital engagement is part of the role
- Create a focused adoption plan with tools, roles, and success metrics
- Offer real support through training, coaching, and peer learning
- Lead by example and normalize tech use in every meeting
- Build accountability into board evaluations and expectations
- Start with simple, mission-aligned AI use cases to build comfort and curiosity
The Benefits of a Fully Engaged, Tech-Enabled Board
At Board Director, we’ve seen firsthand what happens when every trustee gets on board:
- Meetings run smoother
- Decisions are better informed
- Documents are secure and accessible
- Boards move faster and stay mission-aligned
It’s not about tools. It’s about mindset.
When boards adopt modern governance practices, they are not just prepared for the next meeting — they are prepared for the next decade.
Final Thought: Is Your Board Leading or Lagging?
Every nonprofit leader should ask:
Is our board prepared for the next challenge, the next opportunity, and the next innovation?
Or is someone still standing by the fax machine?
If your board is ready to embrace AI, board portals, and modern governance practices, we’d love to hear your story — or help you get started.
Visit BoardDirector.co to learn how we support boards in moving from analog to AI ready.
If you’re ready to dive deeper into nonprofit success, you can get the full details in my book, The Ultimate Guide to Building a Dream Board. Along with the book, you’ll also receive exclusive bonuses to help you transform your board, including:
- Essential Nonprofit Governing Documents
- Beginner’s Guide to Nonprofit Boards
- Bulletproof Board Meetings
- Perfect Board Evaluations
Get everything you need to turn your dysfunctional board into the board of your dreams. You can find it here: The Ultimate Guide to Building a Dream Board.
