Board Profile
- Industry: Financial Services
- Headquarters: Cairo, Egypt
Objectives
- Eliminate the manual burden of printing, transporting, and securely disposing of confidential board documents
- Improve meeting coordination and document access for board members across Africa and overseas
- Strengthen governance through a secure, centralised platform for board materials and workflows
Results
- Saved a lot of hours in meeting prep through one-click distribution and centralised documents
- Reduced administrative workload and costs by transitioning to a secure paperless process
- Improved document security and collaboration with controlled access, version management, and strong user adoption
African Export-Import Bank (Afreximbank) is a supranational financial institution based in Egypt providing services for the development, diversification, and expansion of African trade. Afreximbank has been using Convene since October 2016.
Jacqueline Motsebo, Senior Manager Board Secretariat of Afreximbank, shares how Convene streamlines their board meetings and document management with a paperless solution.
The Demand for a Secure and Paperless Meeting Solution
Afreximbank has been conducting meetings with board members and investors, both in Africa and abroad. Apart from the travel expenses, one problem that the boards and administrators are seeking to address is the management of documents. “We are looking for a solution that can solve printing confidential documents in large quantities, reprinting to accommodate last-minute changes, travelling with large amounts of paper, and destroying all the documents after to ensure security.”
Choosing the Right Board Portal: Afreximbank’s Evaluation Process
Motsebo recounts how they have made the transition to Convene. Afreximbank’s board secretarial team, IT department, and risk management have discovered Convene and attended a demo of the software. “The teams found Convene satisfactory. An evaluation followed the demo, and the IT team gave their positive feedback on the solution. Overall, Convene stood out as a better application than others,” Motsebo remarked. The functionality provided by Convene met the requirements and expectations of Afreximbank.
How Convene Improved Afreximbank’s Board and Document Management
Since adopting the platform in 2016, Afreximbank has enjoyed significant improvement in their board operations, including:
Simplified Meeting Preparation
Afreximbank has been using Convene for its board and departmental meetings. Motsebo mentioned that the software has been beneficial in organising the meeting and preparing the board packs. “We are able to export and circulate meeting packs very easily. It just takes one click.” The board administrators in Afreximbank have been able to save time, effort, and cost by not having to print documents for all the meeting participants. Additionally, scheduling meetings has been more seamless as invitations in Convene are instantly reflected in Outlook with locations and adjusted time zones.
Effortless and Secure File Management
Previously, Afreximbank produced board documents and reports using large quantities of paper — making file management laborious and excessive. Motsebo also notes that due to their inherent problem with paper-based documents, the security of the data is prone to being compromised. “It was a big challenge for us to ensure the confidentiality of board documents, especially when we are travelling abroad, as we have to carry these paper files and destroy them after the meetings.”
With Convene, all of the bank’s documents, reports, and meeting packs can be accessed in a single secure space. Convene’s Document Library has enabled Motsebo and the board administrators to add the latest version of documents, removing the need to mass reprint. Convene has provided them with control of documents — determining the users and their level of access — to ensure data security before and after meetings.
Convene as Afreximabank’s Top Choice for Intuitive Board Meeting Software
Motsebo has nothing but commendation for Convene and its customer success team. “The transition was smooth, given that Convene is user-friendly. Furthermore, the team was highly available and helpful within and beyond the implementation period.”
When asked if they will recommend Convene to other banks, Motsebo positively supports the platform and even adds, “Convene is user-friendly software with the flexibility that can accommodate specific requirements. Users barely need training, as it is a straightforward platform.”
See the positive difference in your meeting and document management with board management software. Learn more about Convene today.