Aug 032016

Time is our most valuable commodity. Meetings are often the thing that take up most of our time. What if your meetings could be more secure and more efficient? What if board members could enjoy a streamlined process of information gathering and sharing, no matter where they were on the planet?

Gemma Walford, head of Sales and Account Management  for the EU region of Convene

Strategic away day

Though many businesses focus generally on how to improve the experience of meetings, this sometimes doesn’t extend to the factors that really matter, and that will make a difference to the organization as a whole. Improving workflow practices and ensuring there’s a well-planned agenda would be two potential areas that businesses might want to look at and improve.

Making More of Board Packs

Let us take your board packs as one example.

Board packs:

  • Are substantial documents, and in some cases can run into hundreds of pages
  • Take time, and often lots of collaboration, to be put together
  • Will often be edited until the last possible moment
  • Need to be distributed securely to board members in time for them to review prior to the next board meeting

Only four bullet points, but an awful lot of work involved here. The truth is that it is also awfully inefficient, whether you look at the use of resources to print and deliver board packs, the storage of hard copies of board packs, or the need for board members to carry these from A to B when heading to their meeting.

By moving to a digital board portal all of these concerns will disappear. Your meetings become more productive, and administrative staff who spend hours on your board pack creation will usually find they have significant time to focus on other tasks.

Using board portal software means you can create, edit, annotate, distribute, and discuss information securely, remotely, and efficiently. You also get the benefit of being able to ensure specific team members only see the information that is relevant to them. Does your Training and Development Director really need to receive a 250-page board pack when there are three pages in the whole document that matter to them?

How Much Time Can Be Saved?

While it naturally changes between businesses, it is not unheard of for the time taken to collate and distribute board packs to be cut in half by going digital.

Do the quick calculation now and think about the impact this could have on your business:

  • How many people are involved in creating your board packs?
  • How many hours do they spend?
  • Cut this in half
  • What could they achieve given this time back?

In some respects this is quite frightening; depending on your current process you could easily earn the equivalent of a new employee given the time saved!

You’ve also eliminated the worry about board packs getting to their intended destination on-time and securely. Just publish the board pack online, and your board members can access right away.

The Beauty of Digital in Making You More Efficient

If your board packs are digital, and you have a digital space for your board members to work, some issues can easily be discussed prior to the meeting taking place. This means that if board member A doesn’t have a detailed understanding of a particular issue, they can discuss with board member B beforehand, and therefore save everyone else time in the meeting itself, while also ensuring they can create their own opinions and ideas in order to contribute.

This can be particularly powerful if you use a digital board space but still host meetings with everyone physically in attendance.

Board portals also mean you can share notes and annotate documents beforehand, and can easily take hours off the length of meetings. Let’s envisage you have eight board members and your meetings are two hours shorter – that’s two working days of director-level hours going back into your business.

Board Portals and Your Fresh Approach

Your aim for board meetings should be to empower your board members so that they arrive at every meeting, whether it is held in the cloud or people attend in person, having been able to assess their board packs and discuss anything that may be unclear. By far the easiest way to do this to use a digital board portal.

Use board portals and make your meetings better organized, your board members more efficient, and gain back hours of time for your team members tasked with putting your board packs together.

Gemma Walford is head of Sales and Account Management for Convene for the EU region. She has extensive experience of the Public sector and is interested in improving productivity and business change.

Azeus Convene was developed to serve the needs of boards and management teams around the world. Our focus on user experience, combined with our technology expertise, has allowed Convene to become the preferred meeting software for FTSE 100, Fortune 500, governments and organizations in over 20 countries across the globe. As a publicly traded company with over 300 employees and a strong balance sheet, we are confident of our ability to continuously improve our solutions and support our clients.

Our company has been appraised at the highest level (Level 5) of the Capability Maturity Model Integration (CMMI) since 2003. As the de facto standard for assessing and improving software processes, CMMI accreditation at this level signifies high quality of products and services as well as successful delivery of our solutions in a methodical manner.