Summary
Board Profile
- Industry: Government
- Headquarters: Montana, United States
Objectives
- Transition from paper-based to paperless board meeting processes
- Enhance board communication through real-time updates and centralized discussions
- Streamline the distribution of meeting packs to members
Results
- Eliminated repetitive administrative work and the use of paper and printed materials
- Enabled more productive meetings across in-person, remote, or hybrid setups
- Cut the time required for the distribution of meeting packs by half
The Powder River Conservation District (PRCD) is a locally led conservation organization in Montana, United States, recognized for its efforts in protecting and sustaining natural resources throughout the Powder River Basin. Since 1953, it has collaborated with local landowners and residents to champion sustainable development and care of agricultural resources.
For PRCD, cultivating a community is central to the success of conservation. This commitment drives the organization to conduct educational outreach in support of both the land and the people who depend on it.
The Challenge: Paper-based Meeting Workflows and Governance Practices
As partnerships and programs at PRCD grow, its reliance on paper-based processes has become counterproductive. The piling of workloads and records has caused boards to struggle with locating documents, exchanging information, and responding to issues. Furthermore, repetitive and error-prone administrative tasks, such as compiling agendas and requesting approvals, slow down the preparation for board meetings and delay decision-making.
Acknowledging these inefficiencies, Jessica Beagles, District Administrator and acting Board Secretary at PRCD, took the lead in finding a digital tool to improve organization and timeliness across the board and its committees. A board member who had previously used a board management tool like Convene shared its benefits, which helped PRCD identify their requirements and move forward with evaluating digital solutions.
Why PRCD Chose Convene Board Portal
According to Beagles, PRCD was particular about integrating a board portal that could support its transition to paperless meetings. Their goal was to streamline the distribution of meeting packs, secure file management and editing, and facilitate seamless hybrid collaboration.
She explained, “Better time management and organization are our top priorities. Not having to print multiple copies of the same documents for meeting preparation could save both time and paper/ink, while maintaining a digital record that can be easily revisited if questions arise.”
She added, “We need a tool that allows us to reach all of the participants simultaneously, update documents quickly, and get them into my supervisor’s hands.”
After a series of product demos and pricing evaluations, PRCD narrowed down their options and chose Convene Board Portal. They openly discussed their decision-making process, sharing, “The Convene [team] was extremely accommodating and helpful. The product is easy-to-use, fits within our budget, and meets our meeting needs. We have a small board, but we still need hybrid meetings to adjust to modern needs.”
Convene Board Portal’s intuitive design and practicality empowered PRCD to transition to digital workflows, marking a new chapter in their corporate governance.
How Convene Board Portal Streamlined PRCD’s Meeting Management
Convene Board Portal replaced PRCD’s entirely manual meeting management process following their transition to paperless meetings in May 2025. Here’s how the platform has streamlined every stage of their board meetings.
Faster Preparation and Fewer Errors Before Meetings
With Convene Board Portal, members are guaranteed access to the latest document versions, as edits are synchronized across devices in real-time. After finalizing agenda files, they can be effortlessly uploaded to the meeting pack using the drag-and-drop functionality of the Agenda Builder.
Board members can now review and digitally approve documents on the portal with Review Rooms and e-Signatures, preventing papers from piling on their desks again. Additionally, Beagles’ use of the Announcements and Meetings functions has reduced the effort required to send reminders and distribute meeting packs by half. Now, she manages pre-meeting communications with board members more quickly and efficiently.
Giving insights into what has improved, Beagles described, “As the District Administrator and Board Secretary, I create all of the meetings. Convene has been a refreshing change to how we conduct them. We’re still in the learning phase, but having everything available no matter where the board members are and being able to address them all at once via Announcements and Review Rooms has been invaluable.”
Uninterrupted Discussions During Meetings
Conducting hybrid, in-person, or remote meetings isn’t a problem within the Convene Board Portal. Whether attending in person or via their preferred device, board members can access the meeting materials, allowing them to catch up on short-notice updates even while in the meeting. Moreover, they can view, annotate, and share documents without having to print a single page.
Instant Summaries and Task Follow-Ups After Meetings
After meetings, PRCD members can seamlessly catch up on discussions and decisions with Convene AI, summarizing key insights and actions. This smart feature provides board members with instant, editable AI-generated transcripts and suggested action items, helping to assign accountability.
With everything in one system, PRCD has gained full visibility into its governance workflows. This has not only reduced the administrative burden but also improved transparency among decision-makers.
“Convene has been a lifesaver for creating our meeting packs and keeping our board up to date. It provides an excellent portal for board members to review documents, discuss issues, and review past meetings,” said Beagles, commending Convene Board Portal’s positive impact.
Convene Board Portal Empowers PRCD with Paperless Board Management
Transitioning from paper-based to digital workflows for PRCD has been a seamless experience: “Onboarding and initial training were wonderful. The Convene sales representative and support team were wonderful to work with. They were very patient, knowledgeable, and quick to help. The team’s ongoing support has been the same.”
Convene Board Portal has helped PRCD not only with meeting management but also with streamlining governance. From secure document storage and approvals to task assignments and announcements, the board portal has simplified every aspect of board operations.
Beagles summed up their experience with Convene Board Portal: “Convene has made day-to-day operations a breeze! Not having to send multiple emails after updating a single file or announcement is very helpful. We no longer have to create several binders with identical information — especially during the government shutdown, when I didn’t have access to a printer. It allows me to provide immediate updates to all board members, consolidating information and saving time, emails, paper, and ink.”
As PRCD grows its operations, the need for more scalable and efficient board workflows has never been clearer — a need that Convene Board Portal is designed to address.
Book a Convene Board Portal demo and see how it can streamline your board workflows the way it did for PRCD.