We have our Executive members of the bank and further members who also participate in the activities of our steering committees and in the other committees of the bank. We have many different committees, there are currently eighteen, each made up of twelve members. Convene is used by the Executive members participating across all of these committees.
We were searching for a tool that was intuitive for our Executive members to use. It was important for our members to be able to access information easily and to share important documents during meetings. It was essential for this to be done securely, so security was a key issue for us.
Our Corporate Governance unit is comprised of committees and Secretaries providing administrative support to those committees. They would be responsible for preparing the agenda and compiling the documents pertinent to each agenda item. Meeting packs were in hard copy.
For steering committee meetings, there were usually eight agenda items, so meeting packs could be comprised of 200 sheets of paper. It obviously took a lot of time and effort to put meeting packs of this size together. Of course, we do have Executive members who have a preference for paper, but we are largely paperless since Convene was introduced.
We did look at other products. We looked at solutions offered by Microsoft, Boardpad (proposed by Gartner), and Boardpacks.
However, we really liked the user interface of the Convene application and we found it very user friendly. It also represented the best value for money compared to the other solutions we looked at!
We find the Document library particularly useful. It is great to have the ability to make annotations or add comments on existing documents, and then be able to log action items which can be followed up in subsequent meeting agendas. For remote working, Convene is proving to be very beneficial since you can access the platform on a range of offline devices, so it’s possible to work effectively no matter where you are or what time it is.
We are currently running 150 licences and making maximum use of them. We are not currently considering further expansion; however, things do change! So that may be something we consider in the future depending upon our requirements.
We have two user groups here, our Executive Members, and our Secretaries. Our Secretaries like the system, they find it user friendly, they like the fact that documents can be stored securely in the Document Library within specific folders according to date and document description.
For our Executive members, Convene has received a positive reception. There are some members who prefer a more traditional approach, but the reception has still been overwhelmingly positive.
Convene has been in place for four years. There were some issues in the beginning, and we issued a number of support tickets. April in the Support division was always very helpful and willing to take care of the issue and to draw upon the relevant people and resources for addressing our support issue where necessary.
We are looking forward to upgrading to the latest version of Convene and to using the full range of the newest features.
Convene is flexible and easy to use, with a very user-friendly interface!
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