There is no denying that the COVID-19 pandemic has completely redefined not just the workflow of businesses but also educational institutions. From holding online classes and board meetings remotely in the past two years, to shifting to yet another relatively new work setup, such changes further reinforced the need for innovation in modern governance.
In the 2021 Future of Staff Work Survey Report by Boston University (BU), approximately 66.3% of surveyed staff and supervisors prefer working remotely for three to five working days. Also, 61.1% declared that an opportunity to work remotely will likely influence their decision to stay at BU.
While this is not representative of all universities’ stances nationwide, similar literature is a huge indicator that the clamor of a large portion of the University workforce is gearing toward a hybrid arrangement.
Why Adopt a Hybrid University Model
With many industries’ abrupt shift to remote work, the notion of a hybrid workforce is no longer too novel of territory for University Boards and Committees. Now that social gathering restrictions are starting to ease, with some University Trustees having the ability to report in-person to meetings more than others, the most logical route is adopting a hybrid university model, and here’s why:
Increased Productivity
In 2021, 65.9% of Boston University’s staff confirmed their satisfaction and productivity in working remotely. University Boards’ flexible schedules enable them to sort through tasks that need priority and utmost attention, outside the pressures of a high-stress working environment, especially that of the academe.
Within the confines of their preferred remote workspace, University Trustees can switch between and among obligations in several Boards they may be a part of, without exerting too much physical effort, unlike in fixed in-person meetings.
At the same time, the hybrid format can entice technologically backward boards to take a step towards digital transformation. This could ultimately mean efficient and streamlined processes and systems, and better leadership and governance to serve the University and its stakeholders.
Cost- and Time-Efficient
With the University Board switching between remote and on-site work, usage of utilities such as electricity and water can be significantly reduced, thereby creating fewer operational costs for the management. They also cut back on real estate/rental fees, Internet/WiFi connectivity subscriptions, and other miscellaneous.
For the University Trustees, being given the freedom to work from home helps them reduce unproductive transit time. Not being obliged to report to the office five days a week can also entail fewer costs spent on fares and food. In turn, this aids Trustee members in minimizing their carbon footprint.
Holding hybrid university conferences and training also means fewer expenditures for organizers and participants alike. Accommodations and transport fees would be the least priority for those who have access to the virtual conferences and training. Conference organizers can also cut back on efforts and costs for logistics matters.
Board Diversity and Inclusivity
As the call for Board diversity creates more legal traction, the hybrid setup is an opportune avenue for universities to fill two needs with one deed: source talents that can further their growth and recreate a diversified and inclusive University Board culture.
Going hybrid can open up broader opportunities for women, economically challenged individuals, and persons with physical and mental health conditions on the Board. It will be easier for them to thrive in their preferred workplace while contributing something significant to the Board.
University workshops made available both virtual and on-site also encourages more interested participants to engage in professional growth and development regardless of their location.
Work-Life Balance
Given the flexibility in a hybrid arrangement, University Trustees are empowered to reorganize their life schedules as they deem fit in the context of work. Having granted the autonomy of working whenever and wherever they thrive more, business-oriented board officers were able to reclaim certain facets of their life which used to get neglected pre-pandemic — family, leisure, and recreation.
Hybrid work arrangements also allow University Trustees to attend and lead faculty and departmental meetings in their preferred workspace.
Best Practices When Adopting a Hybrid Model for University Board
Adopting a hybrid model cannot be accomplished without flaws overnight. Looking into the best practices of other educational institutions could help curb any counterproductivity and challenges that the University Board might face.
Before taking the plunge into implementing a hybrid university model, here are some of the best practices University Boards can consider:
1. Review the Board’s productivity and efficacy
First off, the University Board must first assess and examine the Board’s productivity and efficiency during two years of remote work. The impact of university programs and policies instituted are also clear indicators of the efficacy of the Board’s remote leadership governance.
It is also a must to pay attention to the Board’s work environment and infrastructure as to their conduciveness in the hybrid setup. This can set a precedent for how the Board will behave and function in the post-pandemic.
2. Choose the right software
To enable remote collaboration in a hybrid setup, Board leaders should consider finding the best digital software to suit their needs. Besides audio-video conferencing tools, it must be an all-in-one productivity solution with a wide meeting management functionality.
It should also enable the University Trustees, Administrators, and Secretaries to easily build meeting agendas, access files, and decide and vote on significant matters whenever, wherever they are, without worrying about the security and safety of their data. Good board software also allows seamless collaboration, review, and circulation of documents.
3. Establish guidelines for Board members and participants
A hybrid arrangement for University boards can work more effectively and seamlessly when guidelines are laid out and communicated clearly to everyone involved. Developing a document that outlines the hybrid board guidelines, and the rights and responsibilities of the Board members in the hybrid model can aid them to adapt more easily to the new system and, in turn, be more proactive in the transition to a new workflow.
4. Provide training and support to Board members for the technologies and/or software that will be adopted
To seamlessly bridge the gap between in-person and remote meeting participants, everyone on the Board must be knowledgeable of the system and solution the university trustees will implement to streamline their workflows. With centralized software, both parties can collaborate more effectively and reach a consensus efficiently.
A more viable solution, however, would have an intuitive interface and is easy to use. Software encumbered by overwhelming navigation and complex user interface design could slow down the university’s leap into digital transformation.
Implementing a University-Tailored Board Portal
The hybrid university model merges the best of both physical and digital worlds. University Trustees can access information through traditional means in the physical boardroom and/or through their mobile devices. However, board members can only embrace the convenience and flexibility of this approach if they are equipped with the right technology.
As the premiere decision makers in the University, Trustees should select a board portal that specifically targets the Board’s pain points relevant to agenda and document management, live meetings, remote collaboration, and governance.
Convene UNI Enables a Successful Hybrid Setup for University Boards
Convene UNI is a safe and secure university-tailored board portal that provides an elevated experience for hybrid meetings, and streamlined board meetings and governance. It is a scalable solution that can facilitate effective and productive workflows for building and distributing meeting agendas to the Board.
Streamlined Governance and Collaboration
As an all-in-one integrated platform, Convene UNI simplifies the time-consuming and labor-intensive process of conducting board meetings. University Boards and Committees need not purchase licenses of different solutions for agenda building, meeting minutes generation, and document/repository. Convene UNI is a centralized location of everything board-related the Trustees need access to.
Real-time collaboration is made easier with Convene UNI’s meeting and presentation tools, multi-platform compatibility, and integrated live meeting functionality. With the platform’s built-in voting tools and Review Rooms, hybrid governance and decision-making are also made seamless.
A Safe and Secure Solution
Convene UNI has robust security features to assure the University Board’s data is secure from any cyber threat or vulnerabilities. Board administrators like that from Birmingham City University also have total control over user access and device permissions to guarantee that data can be accessed on the portal only by those who are given permission.
Flexible and Scalable Enterprise-Level Features
Outside the collaboration in the Boardroom, Convene UNI also empowers academic institutions to run workshops, training, and conferences, and review academic journals and articles on an all-in-one integrated platform.
Built to adapt to the organizational structure of any educational institution, Convene UNI allows universities to set up unlimited boards, senates, and committees that function independently but under a single governance and are directed towards the same goal. It also facilitates unifying leadership and governance processes for the University boards and committees.
Being a highly scalable solution, this university-tailored board portal is designed to work efficiently while supporting users simultaneously using the portal at the same time. University boards can also benefit from Convene UNI’s flexible hosting and integration options tailor-fit for their needs.
Adopt a Hybrid University Model with Convene UNI
Finding a simple yet smart and secure solution to administer the hybrid setup should be of paramount importance in all University boardrooms. Backed by years of experience in the education industry, Convene UNI is an integrated platform that is specifically designed to alleviate the overwhelm in University Board meetings and collaboration in one secure solution.
Learn more about Convene UNI and see how it can streamline and empower governance at your university.
Rose is a Proposals Writer at Convene where she has gained extensive experience crafting proposals to suit various organizations’ requirements. An avid reader and lifelong learner, she has also recently taken a liking to IT and digital marketing. She is involved in producing web content on paperless boardroom solutions across industries and sectors. Rose graduated from Ateneo de Naga University with a Bachelor’s degree in Arts and Secondary Education, with a major in English.
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