Azeus Convene > Case Studies > Enhancing Board Efficiency with Convene: A Case Study on Corporate Secretaries International Association

Enhancing Board Efficiency with Convene: A Case Study on Corporate Secretaries International Association

Technology Category

Infrastructure as a Service (IaaS) - Virtual Private Cloud
Wearables - Virtual Reality Glasses, Headsets & Controllers

Applicable Industries

Equipment & Machinery
Packaging

Use Cases

Inventory Management
Time Sensitive Networking

About The Customer

Corporate Secretaries International Association (CSIA) is an international federation of governance bodies. The association comprises corporate secretaries and governance professionals from five continents across the world. The diverse member pool of CSIA often necessitates virtual meetings to accommodate different time zones. The association's primary function is to facilitate effective governance through efficient board meetings. CSIA's operations involve the distribution of board packs to directors, conducting board evaluations, and approving documents. The association was seeking a solution to streamline these processes and improve the efficiency of their virtual meetings.

The Challenge

Corporate Secretaries International Association (CSIA) is a global federation of governance bodies with members from five continents. The association conducts most of its meetings virtually due to the geographical dispersion of its members. Prior to the implementation of a board meeting tool, CSIA faced challenges in managing and distributing board packs to their directors. The traditional method of sending these packs via email was inefficient and unreliable, with emails often getting lost or ending up in spam folders. Additionally, the size limit on email attachments often resulted in the need to resend board packs. The association was in dire need of a solution that could streamline their meeting preparation and document approval processes, and facilitate efficient and effective virtual meetings.

The Solution

CSIA adopted Convene, a board management software, to transform their meeting processes. Convene provided a platform for seamless board pack circulation, allowing CSIA to easily upload board packs that were accessible to members anytime, anywhere, and on any device. This eliminated the issues associated with email distribution. Furthermore, Convene's feature of allowing board members to annotate documents prior to meetings saved time during meetings for addressing comments. The software also offered an integrated video conferencing feature, enabling the entire meeting to be hosted on a single platform, thereby improving director engagement. For documents requiring immediate approval without the need for a meeting, CSIA utilized Convene's Review Rooms for a seamless approval process. Additionally, Convene's Surveys feature was used for board evaluations, significantly reducing the time and effort required for questionnaire compilation, distribution, and analysis.

Operational Impact

The implementation of Convene has had a positive impact on CSIA's operations. The software has streamlined the association's meeting preparation and document approval processes, contributing to the efficiency of their board meetings. The integrated video conferencing feature has improved director engagement and facilitated real-time discussion. The Review Rooms and Surveys features have simplified the approval and evaluation processes respectively. Overall, Convene has promoted better governance within the association by creating a more collaborative environment for decision-making.

Quantitative Benefit

Convene's platform is accessible to members anytime, anywhere, and on any device, eliminating the need for email distribution.
The software's annotation feature saves time during meetings by allowing board members to annotate documents prior to meetings.
Convene's Review Rooms facilitate a seamless approval process for documents requiring immediate approval.