“We now have a reﬁned approach when preparing for and documenting Board and Committee meetings together with relevant documentation. As a result of eBoard, we now have paperless meetings, a central document repository accessible to all from anywhere as well as the ability to carry out board performance evaluations and other evaluations/surveys with reports captured seamlessly. When I think about eBoard, efficient, confidential, transparent and effective are the words that come to mind.”
Ms. Betty Kanyagia, Company Secretary, Bamburi Cement Limited.
Bamburi Cement Limited, a subsidiary of LafargeHolcim, was incorporated in 1951 and is listed in the Nairobi Securities Exchange. It is the leading cement manufacturing and marketing company in the Eastern Africa region. Bamburi Cement has grown to be the leader and Industry Captain with a bold vision for the future, which is to be the undisputed leader and the preferred partner by providing innovative solutions for nation-building with Health & Safety as its overarching value.
Large volume paper use: The Company Secretarial administrative staff compiled Board and Committee packs for all Board/Committee members for every single meeting. The Company then made arrangements to collect the packs after some time for destruction due to their sensitive nature.
Lagged process: Compilation, printing and binding of board packs for each director took days after which the physical copies had to be delivered to the Directors wherever the Directors were located, including outside Kenya.
Manual evaluation: Evaluation forms had to be printed, delivered to the Directors for completion and collected after which the Company Secretary had to manually enter the ranking and compile the reports.
Access to Documentation: the Directors had to have the hard copy documents if they wished to make reference. This proved a challenge if the Directors required access on the go.
Why Software Technologies
“For us, ease of use as well as the adaptive and accommodating nature of eBoard as a product to our specific needs and requirements was a key feature in the selection of a board management software. Software Technologies’ support is commendable with feedback wholly accepted and implemented, where possible,” Ms Kanyagia states.
Paperless Board Meetings: With paperless meetings, Bamburi Cement has signiﬁcantly reduced the amount of paper used for Board related purposes. Further, Board members have access to the meeting packs and other documents at all times irrespective of where they are, which has increased the productivity of the Board.
Easy updating and sharing of board papers: By using eBoard, Bamburi Cement has seen ease not only in the sharing of board papers but also in the ability to update or amend them, when necessary. Betty explains, “I do not worry when I have to update a document, because I do not have to send notice that a document is updated then send hard copies of the updated version – the system automatically notifies everyone and the updated version is immediately available.”
Seamless board evaluations and easy report tabulation: With eBoard, Bamburi Cement’s Board of Directors now has an online and effective way of carrying out the assessment together with an automatic report generating system. “Performance evaluations are seamless, easy to analyze and generating reports is just a tap away,” Betty states.
Savings on resources: Previously, significant time, printers, paper and staff resources were used in preparation for Board and Committee meetings. With eBoard and, in line with its environmental agenda, Bamburi Cement continues to reduce its environmental impact by using less paper thereby saving trees. It has also saved on resources previously spent on the preparation and distribution of meeting packs.