“Collating packs used to take two hours. It now only takes 20 minutes!” ~ Richard Atkinson, Clerk to the Governors
The Challenge — paper board packs too time consuming
Middlesbrough College, the leading higher education college in Tees Valley, were looking for a more efficient way to produce and distribute their board packs. With 25 Governors meetings a year and packs up to 500 pages long, collating reports was time-consuming and the Governors were getting frustrated with the large stacks of paper arriving on their doorsteps. The College was also finding it a challenge to dispose of the confidential papers after the meetings, as each pack had to be collected and shredded on-site.
The Solution — digital board packs
The College requested a month’s trial of Board Intelligence’s board portal and pack production system, to allow both the Clerk and Governors to test the tool. They found the tool met all their requirements, in particular offering:
- An intuitive, user-friendly system which made the report collation efficient
- Easy distribution of packs, allowing Governors to read papers immediately after publishing
- High security, protecting confidential papers and eliminating the risk of physical packs going astray
- One place for all packs and documents to be stored, creating a full library of resources for the Governors
“We considered other options, but Board Intelligence was absolutely our preferred platform.” ~ Richard Atkinson, Clerk to the Governors
The Outcome — 83% time-savings
The trial of Board Intelligence board portal was such a success that the tool has since been rolled out beyond the Governors meetings to the College Leadership Team, to support the production and distribution of their meeting papers.
By using Board Intelligence, the College has saved significant time — 83% — in collating and distributing their packs. And the extra time ahead of these meetings has been invested in greater preparation of the reports, resulting in much more engaging and effective boardroom conversations.
The College no longer needs to post packs, instead uploading papers online and granting Governors access to the reports as soon as they are published, who enjoy the smart annotation tools and ability to access papers offline.
Monitoring the whereabouts of confidential papers is no longer an issue, with Board Intelligence fully encrypting the College’s reports. And the Clerk and Governors alike have found the training and assistance provided by the Board Intelligence 24/7 Support Team invaluable, with any queries being dealt with in minutes.
“I wouldn’t go back to paper — the Board Intelligence board portal is very intuitive and allows Governors to have all documents at their fingertips.” ~ Richard Atkinson, Clerk to the Governors
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