Officially established in 1947, the West Virginia State Bar (WVSB) has been of legal professionalism and regulation in the state. The objectives of the WVSB are to protect the interests of the public; to advance the administration of justice and the science of jurisprudence; to improve the relations between the public and the bench and the bar; to uphold and elevate the standards of honor, integrity, competency and courtesy in the legal profession; and to encourage cordial relations among its members. The WVSB administers the rules promulgated by the Supreme Court and performs other functions set forth in its constitution and bylaws.
To meet the demands of modern governance and accelerate its mission of service, WVSB recognized the need for a smarter, more agile way to conduct board meetings and make timely decisions. With Convene, the State Bar found a board management solution that not only streamlined operations but also reinforced its commitment to efficiency, professionalism, and excellence in the legal field.
What Drove WVSB to Seek a Digital Board Management Solution
With a 25-member voting board and one non-voting member, the West Virginia State Bar holds quarterly meetings that span four to five hours, covering complex agendas tied to strategic planning, administration of State Bar programs, and regulatory oversight. These sessions demand precision, preparation, and access to accurate, up-to-date materials.
Previously, distributing agenda packs was a tedious, manual process. Executive Director Mary Jane Pickens recalled a familiar routine: last-minute updates trigger a long string of emails, each attached with revised documents, creating confusion for board members.
“We wanted to eliminate the series of emails that Board members were receiving every time something changed in the agenda, and give them comfort in knowing that when they open the agenda, it would be up-to-date and correct,” Pickens noted.
Seeking a modern and efficient solution, Pickens led the evaluation process by meeting with vendors at the 2023 American Bar Association (ABA) Conference and presenting the proposals to the State Bar leadership. After reviewing the proposal and product demos provided by Convene and in-depth discussions with the WVSB Board, the decision was clear: Convene is the right fit to streamline board meeting operations.
Seamless Meeting Preparation: Faster, Error-Free, Accurate Agendas
As the WVSB looked to modernize its board operations, its priority is to simplify agenda creation and meeting preparation for both administrators and board members. With Convene, they found a solution that not only streamlined workflows but also eliminated the risk of error in circulating critical information.
Before adopting Convene, planning for quarterly board meetings was a laborious process. “It used to be a big production,” said Pickens. “We’d lay out all the paper agenda items on a big table, read and confirm they’re correct, and scan and email them to the Board members. [We] changed them all when [items in the] agenda changed.”
With Convene’s Agenda Builder, that intensive and manual process becomes fully digital. They can now create meeting agendas and send them in just a few clicks. Changes are automatically reflected in real-time, minus the hassle of long email threads and version confusion.
Pickens shared, “Board members love that they don’t receive repeated update emails with new agendas and documents [every time there are changes]. They know that they are looking at the correct information when the meeting takes place.”
Beyond preparation, the Agenda Builder also provides an easy framework for efficient minute-taking and documentation, making it a beneficial tool for pre-meeting and post-meeting activities.
Centralized Document Management for Enhanced Productivity
Effective governance goes beyond discussions; it also relies on consistent implementation, documentation, and access to the right information. With Convene, WVSB achieved a new level of systematized, secure document management.
Pickens highlighted that one of the most impactful improvements of Convene is a centralized repository, allowing them to securely store and access meeting documents anytime, anywhere. “Board members are able to access the agenda and all related documents quickly and easily. We now have a central repository for our past meetings,” she shared.
Such capability empowers the Board of Governors to make timely, data-driven decisions and policies. By reducing administrative overhead, WVSB has positioned itself to take on more complex projects, confident in the knowledge that all materials are accurate, secure, and accessible when needed.
Maximum Efficiency and Security – Convene’s Impact on WVSBA
Since adopting Convene in 2023, the State Bar has fully embraced its board management features and continues to discover ways to leverage the software. “I am beginning to use the meeting feature for meetings other than the Board meetings,” Pickens shared. “For example, facilitating sessions for Board committees that are taking on larger projects.”
WVSB’s commitment to continuous excellence, ethical responsibility, and professional integrity demands tools that match its mission. With Convene, WVSB found more than just a board management solution — they gained a strategic partner in modern governance.
By simplifying agenda workflows, centralizing document management, and ensuring top-tier security, Convene has empowered the State Bar to operate with greater precision, efficiency, and confidence. Its intuitive interface and responsive support have made the transition seamless for both administrators and board members.
“Convene is a product that has introduced efficiency to our Board meetings,” said Pickens. “The ability to easily build an agenda and quickly update it at any time made a difference.”
With Convene, WVSB has raised the bar in how it collaborates, governs, and drives impact.
Experience maximum efficiency and productivity in your organization, just like WVSBA’s. Schedule a product demo now and see how Convene can support your mission.