Established in 1889, the Omaha Bar Association has been a cornerstone of the legal community in Omaha. Dedicated to promoting justice and upholding the integrity of the legal profession, the bar association not only fosters an environment of collaboration and camaraderie among its members but is also deeply committed to leveraging their expertise for the greater good.
While dedicated to its mission, the Omaha Bar Association faces pressing issues involving the efficient management of its operations and seamless communication among its members. With a growing membership of over 1500 legal professionals, the association has encountered difficulties in coordinating meetings, distributing essential documents, and ensuring all members have access to critical information promptly.
Dave Sommers, Executive Director of the Omaha Bar Association for eleven years, recognized this crucial need and decided it was time to scale up. In his one-on-one interview with Convene, he shared how he learned about board management software and how it streamlined their processes at the onset.
What’s Not Working for the Omaha Bar Association
Prior to implementing Convene, the bar association had its board operations scattered, relying only on traditional methods for communication and document management. In-person meetings were conducted bi-monthly, with materials distributed via email as PDF attachments a week in advance.
In-person gatherings required printed copies of documents, leading to concerns about data loss and security. Moreover, according to Dave, the overreliance on verbal discussions posed challenges in accurate data tracking as there are little to no written records of meetings, decisions, and action items.
Needless to say, the system before was not working – if there’s even one in place.
With the advent of the COVID-19 crisis, the association faced yet another challenge: it was compelled to pivot to a hybrid meeting model via Zoom. This transition further emphasized the inadequacies of its existing system, which directly impacted its decision-making processes.
Given the issues of board inefficiency and data loss, Dave called the shots to find a solution that could help streamline their processes and mitigate the risks of having incomplete records. After a month or two of searching for board management software, he came across Convene. According to him, “It was the best option at the right price point for us, considering our budget and the board features we needed.” A trial period confirmed its effectiveness, prompting full adoption by the organization.
Shifting to a Modern Board Meeting Experience
The transition to Convene has revolutionized the bar association’s meeting preparation. As Dave describes, “It takes a lot of bandwidth to present for a board meeting. Before Convene came into play, it would take a day or two to compile all the files and prepare them for presentation.”
Now, with Convene, the Omaha Bar Association saves significant time and resources in meeting preparation. Utilizing Convene’s Agenda Builder, tasks that once consumed valuable time and resources have become streamlined, as it enables them to build a board meeting pack and distribute it to members with just a few clicks.
Convene also allowed the bar association to conduct quick meetings for brainstorming sessions. Dave pinpoints how these sessions accommodated members with different personality types, ensuring both introverted and extroverted individuals felt heard and engaged. He said, “This inclusive approach is particularly beneficial for leaders who may not be extroverts, as it allows for feedback collection in a written format, free from confrontational dynamics.” As a result, this fosters open communication and enhances overall engagement.
Furthermore, with Convene’s Pass Presenter Control feature in live meetings, the bar association ensures a smooth transition between speakers. “We often require more than one presenter during meetings, like a dean from a law school giving us updates or young lawyers providing reports.” Through this functionality, they don’t have to worry about the hassle of accommodating several presenters or manually managing their presentations.
Secure and Centralized Document Repository
Dave did most of the administrative tasks for years as part of the two-person staff – Convene allowed him to delegate tasks effectively. “I’m using Convene to offload some work that I’ve been doing traditionally, letting them get that report at the source rather than me playing phone tag in the middle and using all my time.”
Convene’s secure Document Library has been instrumental in centralizing the bar association’s critical information. Dave said he liked how there was one space for shared folders that they could go back to to see the previous budgets and meeting files in case they needed it. It functions as a single source of truth for the organization, where all relevant meeting information is accessible to members, ensuring that board members have easy access to historical data for informed decision-making and fulfilling fiduciary duties effectively.
However, since confidential files are not for everybody’s consumption, Convene implemented robust security features, including role-based permissions and encryption protocols, to ensure that only authorized members can access specific sensitive information.
Optimal Efficiency, Better Impact for Members
“We run on volunteer hours, so time is money and, quite frankly, the most important resource we have,” Dave shared. Thanks to Convene, a lot of staff time has been saved during meeting preparation, allowing for a more efficient allocation of resources and enabling staff to focus on higher-value tasks.
Moreover, the tracking of action items within Convene minimized the need for frequent hand-holding and gave staff the autonomy and confidence to work independently. In return, it translated into tangible cost savings, as the time saved from leaders was redirected towards other major projects.
Dave noted that this enhanced usability not only benefited staff but also added value for members, potentially increasing membership retention and willingness to pay more for services.
He added, “In terms of savings overall, we’re providing more value for our members.”
Why Convene is Indispensable for Omaha Bar Association
Dave claimed the desperate need for Convene, particularly in the legal profession, where confidentiality is paramount. “I think attorneys kind of get it in some sense – you want a secure system – that all your confidential information isn’t just a PDF sent through an unencrypted email or left out on paper at a board meeting.” Convene addressed these concerns, providing reliable solutions for managing sensitive information and ensuring that data remains protected.
Recognizing the invaluable contribution of volunteers, Dave also emphasized the importance of using their time effectively. He stressed the need for proactive thinking to optimize operations, stating, “You don’t have to reinvent the wheel; just make sure you have a better one.” In this case, Convene catalyzed transformative change within the Omaha Bar Association.
Dave definitively stated that for the Omaha Bar Association, “Convene is the present and the future of the organization.”
Discover how Convene can help your organization save time, streamline board processes, and enhance productivity by booking a demo with us today.
