Tony Coombe is a C-suite executive who’s consulting to a 100-year old agricultural business operating in Australia and New Zealand. One of his tasks is to improve their governance processes and take their board papers into the cloud.
After a free trial of BoardPro’s software, Tony called to place the order and said “Brett, you really need to put more emphasis on the savings. I reckon we’ve cut our back-office administration in half”.
1. Management Savings
In the past, Tony would act as the custodian of the board pack. He’d notify managers of the reporting deadline and wait. Individual managers would produce their board papers and email them to Tony for review. Requests for changes would flow back and forth. Tony would sweat on completion, asking himself: “Do I have the final version from everyone?” and “Who’s paper is missing all-together?”.
Now Tony emails out the reporting deadline and asks the team to upload their reports directly into BoardPro’s cloud software. Ownership is transferred to the individual managers and Tony has shifted from custodian and bottleneck to mentor.
Managers load their own papers directly into BoardPro. They can see the context for their papers and load them directly into the appropriate agenda section. Managers now call Tony for advice if there’s something needing particular attention. They can both log in and discuss the latest version of that paper if they’re in different physical locations. Changes can be made quickly and easily in the live online portal right up to the reporting deadline. And if someone does reports late, the rest of the pack is still available to the board and responsibility falls where it’s due.
2. Secretarial Savings
Previously a secretary would spend an entire day compiling the papers – ordering them, working on the index, ensuring page numbering was accurate, checking page settings and printing and collating and mailing individual packs. It was always stressful and became a nightmare with late changes and redoing board packs.
With BoardPro, the whole process takes less than two hours with no stress. The secretary simply checks everything is there and notifies board members that the pack is available for review. There’s no more courier costs and associated delays in delivery. Board members log into BoardPro to see the agenda and associated board papers in context.
Tony is also looking forward to the next wave of features on BoardPro’s development roadmap including single PDF board packs and a more granular document repository.
“BoardPro is only going to get better and better. I really want this”
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Thanks for reading.
CEO & Co-founder
This post was originally published on LinkedIn at www.linkedin.com/pulse/tony-cut-his-board-admin-half-brett-herkt
Written by Brett Herkt
Brett is a serial entrepreneur, starting in the ICT sector in the early 2000s before moving into software solutions for management and governance. He lead the transformation of Maxnet from a $2M ISP into an $15M ICT business, which was sold to ASX listed company, Vocus Communications. He then built Leaderkit, a strategy delivery system for medium to large entities before turning attention to BoardPro.