Developments in technology have led board members and corporate secretaries to look into solutions that compensate for their tedious work schedules. Amidst initial apprehensions, leaders are now starting to warm themselves to the idea that digitizing board books present significant benefits to their respective companies. It has become the norm for businesses – ranging from nonprofits to corporations – to adopt electronic board books for their meetings. The use of technology to digitize and automate creation, distribution, and management of board books have helped improve efficiency and productivity in the work place.

Who uses Electronic Board Books?

Electronic Board Books are used by several kinds of organizations, ranging from:

Large-to-Medium Scale Firms
Large-to-Medium Scale Firms
Schools and Universities
Schools and Universities
Non-profit Organizations
Non-profit Organizations
Professional Associations
Professional Associations
Federal and state governments
Federal and state governments
Government-owned and controlled corporations
Government-owned and controlled corporations
Financial institutions
Financial institutions
Intergovernmental Organizations
Intergovernmental Organizations

What are the benefits of an Electronic Board Book?

Having an electronic board book gives numerous advantages to your respective organizations. Here are some examples of how your board can benefit from your electronic board book:

Benefits of an Electronic Board Book – Streamlined Process

Streamlined Process

Corporate secretaries and administrators face the burden of having to manually collect, print, and distribute meeting materials to members of the board who work from different locations around the world. It takes a lot of effort just to gather and prepare everything you need for a meeting. With the development of an electronic board book, preparation and management of meetings are made easier. Secretaries and administrators are now able to compile and disseminate documents quicker, which allows them to pour time and effort over more important company matters.

Benefits of an Electronic Board Book – Economical and Cost-Efficient Meetings

Economical and Cost-Efficient Meetings

Switching from traditional paper-based meetings to electronic board books has enabled many organizations to save significant amounts of money when conducting meetings. Since electronic board books eliminate the need for printing, companies are able to cut down on miscellaneous costs such as transportation, courier, accommodations, and many more. One of our clients was able to cut-down their meeting preparation and costs by as much as $10,000 which they then allocated to other important matters in the company. Apart from this, they were able to save almost 90,000 sheets of paper which resulted to quicker and more efficient management of meetings.

Benefits of an Electronic Board Book – Immediate Access to Meeting Files and Documents

Immediate Access to Meeting Files and Documents

Meeting files have become more accessible because of electronic board books. With the use of laptops, tablets, and mobile devices, board directors are able to review important documents and jot down notes online or offline anytime and anywhere.

Benefits of an Electronic Board Book – Environmental Responsibility

Environmental Responsibility

Electronic Board Books enable organizations to become more environmentally-responsible. Because it eliminates the need for printing paper, it is able to reduce carbon footprint which is harmful to the environment. By lessening paper consumption in the board room, companies are able to achieve sustainability targets.

Taking Electronic Board Books to Greater Heights

Azeus Convene is an electronic board book that is used by board directors and administrators. Equipped with a comprehensive set of tools and features, it is able to simplify the meeting process and enhance the boardroom experience.

For Directors and Executives

Taking Electronic Board Books to Greater Heights - For Directors and Executives: All-inclusive Electronic Board Book Tools

All-inclusive Electronic Board Book Tools

Directors and executives are able to create annotations on documents, assign and track action items, and participate in making decisions on resolutions.

Taking Electronic Board Books to Greater Heights - For Directors and Executives: Collaborate with Participants in Real-Time

Collaborate with Participants in Real-Time

Board directors are able to share annotations and give updates instantly with other meeting participants with the electronic board book.

Taking Electronic Board Books to Greater Heights - For Directors and Executives: Live Meeting Capabilities

Live Meeting Capabilities

Executives can engage more with participants with Azeus Convene’s live-presentation tools such as the laser pointer and page synchronization. They also have the ability to control the meeting with permission-based settings.

Taking Electronic Board Books to Greater Heights - For Directors and Executives: Remote Access of Confidential Files

Remote Access of Confidential Files

Board members have the ability to review and annotate documents remotely anytime – with or without internet access.

Taking Electronic Board Books to Greater Heights - For Directors and Executives: Enterprise-Grade Security

Enterprise-Grade Security

Azeus Convene gives the highest security standards with SSAE16 and ISO 27001 certifications. With other features such as multi-factor authentication and remote wipe, confidential information is strongly protected.

For Administrators and Secretaries

Taking Electronic Board Books to Greater Heights - For Administrators and Secretaries: Simple and Efficient Meeting Preparation

Simple and Efficient Meeting Preparation

Schedule meetings, create an agenda, and generate notify participants with Azeus Convene’s Web Portal.

Taking Electronic Board Books to Greater Heights - For Administrators and Secretaries: Faster Distribution of Documents

Faster Distribution of Documents

Important documents and resolutions are disseminated more quickly to meeting participants when uploaded in the electronic board book.

Taking Electronic Board Books to Greater Heights - For Administrators and Secretaries: Manage Meeting Minutes Quickly

Manage Meeting Minutes Quickly

Meeting minutes are automatically generated for easy review. No need to gather and summarize notes, action items, and decision points.

Taking Electronic Board Books to Greater Heights - For Administrators and Secretaries: Authorize Access to Confidential Files

Authorize Access to Confidential Files

Directors are able to control and manage permissions on who can view, download, and edit confidential files stored in Azeus Convene.

Taking Electronic Board Books to Greater Heights - For Administrators and Secretaries: Monitor User Activity

Monitor User Activity

Track each user’s behavior such as log-in attempts, accessed documents, and attended meetings with Azeus Convene’s audit trail.

Transforming Board Meetings Across the Globe

Our electronic board book has enhanced the overall meeting experience of several of our clients across the United States and in over 70 countries worldwide. Learn more about how Convene has positively impacted them by reading our case studies.

  • America First Credit Union

    “Convene helped to streamline our board meeting processes to save time and money”

    Thayne Shaffer, Senior Vice President and Controller at America First Credit Union, explains why Convene was considered as the “best for the value.
    Read more »

  • Sheffield Children’s NHS Trust

    “The main driver for switching to Convene was the amount of time and money we were spending in printing. The average board pack was 104 pages, with 14 participants and 11 meetings a year. That’s 16,000 pages.”

    Sheffield Children’s NHS Trust made the switch to Convene after realizing how it greatly benefited from using electronic board books. According to its Digital Communications Officer, Anne Greaves, the organization was able to save significant amount of time and money compared to before when they were printing their board packs.
    Read more »

  • Grand Bahama Port Authority

    “When compared to the other board portals, Convene was the best one; it had the best features. It gave me exactly what I wanted, and gave all the features that required to satisfy our board’s needs.”

    Ian Roelle, President of the Grand Bahama Port Authority, shares to us how the electronic board book, Convene, was able to help their organization streamline the board meeting process.
    Read more »

  • Buckinghamshire County Council logo

    “Over the last seven years, the council as a whole has been moving towards cloud storage and cloud-based technology. We started moving documents to the cloud at the appropriate time and with the appropriate cost. Convene, being a complete cloud solution, ticked that box in a big way.”

    Nadia Kühn, Technology Strategist, shares how Buckinghamshire City Council transitioned into digitized meetings with an electronic board book like Convene.
    Read more »

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