Posts Tagged "Board Management Software"

The eBoard iPad use is very intuitive and learning to use eHorizon eBoard system is quite easy. Recently, our new Company Secretary was able to capture minutes using the eHorizon eBoard system without any formal training and for the first time; our board meeting minutes were ready immediately after the meeting. Samuel Karema, Information Services Assistant – KenGen

Kenya Electricity Generating Company Limited (KenGen) with an installed capacity of 1,631MW is the leading power producer in the Eastern Africa Region. Established in 1954, the company employs over 2,500 people and commands a market share of about 69%. The key to its survival has been the ability to change with the times. And doing that requires an effective governance approach.

The company has eleven board members, seven of who are non- executives and 5 board committees with 4 -5 members each. KenGen board meets physically at least eight times a year, including a board strategy conference while its committees meet quarterly or more often in accordance with the requirement of business. The board’s lineup of meetings calls for extensive information to be generated in advance.

The Challenge

KenGen old approach to board meeting materials was to create paper-based packs that could be quite large and then deliver them physically to each board member across the country. According to the Board Services Assistant, Afline Onyango“ that added up thousands of shillings in distribution cost annually, in addition, other staff cost and time spent in collating and copying each report.

The effort needed to produce board materials occupied as many as three people with photocopying, binding and collating – in what Judith Ndegwa, Board Services Officer referred to as “a nightmare process.” “We would have the boardroom booked for 4 – 5 days to spread the papers everywhere,” she adds. On the user side, the situation was equally unmanageable. Board packs ran up to 500 pages each. And when an exceptional issue arose, like approving a prospectus or reviewing an annual report that number doubled or even tripled so that reports at times ballooned to 800+ pages. Add in papers of average 130 pages for board committee sessions held alongside the board meeting, and directors often travelled with files full of paper.

Security was also an issue when it came to paper board packs. Sometimes the packs would be left with the secretaries of Directors. Disposing copies of older papers was challenging. “A few Directors would return them for shredding while majority stored them in their houses and the company would lose track of what happened to them,” explains Samuel Karema, Information Services Assistant at KenGen.

Approach

With the effort and expense of creating paper-based board packs mounting, KenGen began an extensive research into finding the most suitable solution able to meet their needs. They vetted several solutions from leading board software providers and settled for eHorizon eBoard. What board members liked most about eHorizon eBoard was the easy to use interface combined with a single view of all aspects of the Board from Minutes & Agendas through to Director Evaluation and Compliance as well as board calendar on their iPads dashboard.

Another top priority feature KenGen was evaluating was security. They were impressed by eHorizon eBoard security standards and extensive measures of data protection, control, availability, and application security that make sure that the integrity and confidentiality of the information is maintained.

The Results

eHorizon eBoard has made life easier for the board administrators. For Judith, the flexibility of eBoard is a heaven on earth. “So often, information arrives very late and we are in a rush. We used to stay in the office until 11.00 am to review and prepare information. Now, I receive information digitally and in the comfort of my home, I can upload and update the information available on an ongoing basis then share at the click of a button and directors will be notified.” What took up to 5 days, now takes minutes with the eBoard solution.

120 Days – Number of days saved in administrative work preparing board and committee meetings packs every year, in addition to the board going green; saving 6 trees annually from eliminating the printing of 53,617 pieces of paper board packs.

Whats more, Board members have their folders arranges by session and a date making it easier to refer to previous sessions, make enquiries into changes and keep more accurate records. In addition, eBoard allows collaboration and supports better decision making. Board members have at their fingertips, the most up-to-date information for current meetings and can also readily access an archive for key papers and minutes over the last years.

Further, “the iPad use is very intuitive and learning to use it is quite easy. Recently, our new Company Secretary was able to capture minutes using the eBoard system without any formal training and for the first time; our minutes were ready immediately after the board meeting,” explains Mr Karema.

It’s also a good reference point. “Recently I was searching a circular number for the year 2015 and it was so easy to find. I just typed the date and I found it in seconds” explains Judith.

For Karema, stability is the eBoard systems main asset. One time, Judith relates, they had trouble with the passwords of some of the board members who could not get access to their eBoard app on their iPads. Karema called IT support and “it was solved in less than 10 minutes.”

About the Writer
Dorcas Karuana is the Marketing and Communication Manager at Software Technologies Ltd

 

According to the bylaws of a company, board meeting notices have different protocols for how and when to be posted depending on the type of board meeting.

Giving notices of board meetings is crucial for effective governance as it enables board members to plan and prepare to attend the meetings and be productive. Serious consequences can arise if no notice is given for a meeting especially if important decisions are to be made during such meeting. Meeting attendees may fail to attend due to unawareness and may, therefore, dispute the decisions made during the meeting in their absence. Furthermore, notices of meetings act as written documentation that a meeting was called for.

According to the bylaws of a company, board meeting notices have different protocols for how and when to be posted depending on the type of board meeting. Some companies may choose to give notices electronically via emails or SMS. Whichever way the board meeting notice is disseminated, it should have all the important and correct information such as:

  • Name of the organization
  • Date of the meeting
  • Location of the meeting
  • Time of the meeting
  • The nature of the meeting
  • The preliminary agenda
  • Date of the notice

Companies should implement best practice drafting methods for notices of meeting. These include clearly communicating relevant information using simple and plain language and using a structure and layout that guarantees ease of understanding and readability by board members. Companies can provide board members with more secure and immediate access to notices and other board information by using the digital technologies of board portals designed to manage all aspects of board meetings and effective governance.

The notice of a meeting may be different in structure depending on the type of meeting such as regular meetings, annual, special or adjourned meetings.

Regular board meeting notice

Regular meetings are common in most organizations. The bylaws of the organization should clarify how the notices of regular meetings should be prepared and posted. In regular board meetings, board members discuss and vote on many issues. If voting is to take place in the meeting, it should be clearly stated in the notice.

Annual board meeting notice

There are many important activities that take place in an annual meeting like the election of new board members, making important decisions concerning the organization, reviewing reports and activities of the year, and making new resolutions. While writing the notice of an annual meeting, the agenda of the meeting and the minutes of the previous meeting should be attached to the notice.

Special board meeting notice

Special meetings always require prior notice since they are called for outside the regular meeting timetable. For a special meeting to be conducted, it has to be affirmed in the bylaws of an organization. To be safe, ensure your bylaws clearly state the time frame that the notice of a special meeting should be given. Since special meetings only occur when there is an urgent matter to be addressed before the next regular meeting, the special item should be included in the notice.

Adjourned meeting notice

An adjourned meeting takes place if a previous meeting ended without all the agendas being addressed due to a shortage of time. The adjourned meeting continues from where the previous meeting ended. The bylaws of an organization should guide on how and when the notice of an adjourned meeting should be disseminated.

Companies should endeavour in creating and sending notices of meetings to board members using technologies of privately hosted secure board portal such as eHorizon eBoard. eHorizon eBoard is a governance solution that simplifies the creation and sharing of notices to board members. A calendar feature allows board and committee members to view all approved notices of meetings. Directors can find any future meetings they are required to attend and in case of any change, they get an automatic notification through SMS. Further, the system provides a central repository of all meeting notices and other board documents for future reference. It eliminates printing saving companies thousands of papers and distribution costs.

 

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