Boardroom

Boardroom Solution

The Boardroom is a secure digital destination where all board members can communicate, organize activities, and access content and policies. From event scheduling, content packages and meeting minutes to resolutions and policies, this solution provides a streamlined and effective way for board members to prepare, stay organized, and keep a history of their meetings and outcomes.

Solution Overview

Business challenges

  • Collaboration (Primary)
  • Communications (Secondary)
  • Knowledge Management (Secondary)

Owners and audiences

  • Executive management (Owners) 
  • Board members (Audience)
  • Auditors (Audience)

Business value

The Boardroom Solution is ideal for executives and board members to keep pace with their busy schedules, fast, mobile access to centralized resources is critical. The Boardroom Solution puts all relevant information, including documents, meeting logistics, and attendees at your fingertips, from anywhere, increasing board member productivity and reducing the time needed to prepare for a meeting. The Boardroom includes everything a board member would need to communicate with other board members, view and RSVP to upcoming meetings, review meeting packages and the outcomes and minutes of past meetings - all in a single destination, accessible from anywhere and any device. 

It virtually eliminates the risk of information leaks and members can communicate and collaborate with confidence, knowing everything that gets placed in the Boardroom Solution is only accessible to members. With granular role and permission settings, it's easy to manage member access across different committees and to differentiate user capabilities for administrators, publishers, and viewers.

All too often, curating content and communications into a single destination is not enough to guarantee it's being read and understood. With read-tracking and resolution acceptance functionality, the Chair of the Board, or his/her designated administrator, can easily track and follow up with members to approve initiatives, resolutions, and policy changes.

Key features

  • File storage
  • Meeting calendar
  • News
  • Search
  • Member directory
  • Recent activity
  • Granular permissions

Screenshot

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Business Outcomes

Measuring success

The Boardroom Solution is designed to solve business challenges related to collaboration between Board members. Ensure your Boardroom Solution delivers the results you need by measuring its success using key performance indicators (KPIs). These outcomes should focus on addressing the collaboration challenges your Board members may have, including coming to important decisions, accessing required meeting materials, and keeping track of projections.

Key outcomes

Measuring against KPIs specific to the Boardroom allows you to determine: 

  • What areas are successful at improving collaboration among Board members? 
  • What areas need improvements to support better collaboration? 
  • What additional goals and objectives are needed to further support more efficient and effective collaboration between Board members and the organization? 
  • What people-focused goals and objectives have helped to strengthen the collaborative relationships required? 
  • What information-focused goals will support the sharing of vital information with the Board while ensuring confidential information is protected?
  • What process-focused goals will provide more innovative approaches to securing approvals from the Board?

Key goals and objectives 

Some key goals and objectives to keep in mind when determining KPIs for your Boardroom include: 

  • Streamlining meeting processes 
  • Eliminating risks of information leaks 
  • Securing approvals with resolution acceptance and read-tracking 

Business processes

You should incorporate your Boardroom Solution into your existing internal business processes. Think about what processes, policies or procedures might have to change or be updated.

  • Do SOPs need to be updated? (e.g. sending out of board materials, resolution approval, storing and sharing of meeting minutes)
  • Are there processes that need to change? (e.g. reduction in travel, how board meetings are scheduled)

Key areas 

Some key areas to pay close attention to when measuring the success of your Boardroom include: 

  • Boardroom Updates 
  • Files area
  • Meetings area 
  • Dashboard 
  • Decisions 

Recommended KPIs

Below are some recommended KPIs for measuring the success of your Boardroom Solution. Keep in mind that some of these recommended KPIs will align with your organization's goals and objectives, while others may not. It is critical to align KPIs with your unique goals and objectives to accurately measure success. 

  • X% increase in the number of Microblog Articles posted to the Board Updates Channel 
  • X% increase in the number of views of Microblog Articles posted to the Board Updates Channel 
  • X% of Board or Committee-related communications occurring in the Boardroom Solution
  • X% decrease in the number of missing Meeting Minutes from the Meeting Room section
  • 100% of all Board-related meetings included in the Meeting Room Calendar
  • 100% of all Content Packages required for Board meetings published using the Packages Listing (Wiki Articles)
  • 100% of resolutions tracked in the Boardroom Solution
  • X% increase in the number of views of Files and Resources
  • 100% of Board Committees represented in the Boardroom Solution with individual collaborative areas

Note: KPIs are generally time-based and should be evaluated and/or modified on a specific cadence (e.g. quarterly).

Solution Roadmap

Implement

The Boardroom Solution comes with a pre-configured template. Our Consultants and Configuration Specialists use this template as the baseline for your implementation. The focus of the implementation is on design, configuration, content, and training.

These are the major implementation initiatives for the Boardroom Solution:

  • Site architecture: Review the Solution architecture. 
  • Homepage: Surface the most important content and areas within the Solution on the homepage to provide an at-a-glance view and easy access to relevant content. 
  • Site map: Update the site map based on mutually agreed to modifications (e.g. moving, deleting, adding pages and/or applications).
  • Configuration: Update the Solution configuration settings.
  • Users & Groups: Add groups and users to the Solution. 
  • Content: Add content (e.g. news, events, files, instructions) from previous board meetings to the solution. This may include uploading previous board decks, resolutions, meeting notes in the appropriate area of the solution. At this stage, the appropriate permissions will need to be applied to each area.
  • Design: Apply the visual design to the Solution (e.g. global CSS changes, header, footer, banners, icons).
  • Testing: Do a quality assurance sweep of the Solution (e.g. broken links, navigation, permissions).
  • Training: Train key stakeholders on the Solution (e.g. board members) by providing clear and concise instructions within the Solution content. 

Drive engagement and adoption

It's time to launch your Boardroom Solution. With the help of Igloo Solution Consultants, you can take the next steps towards success, ensuring you drive adoption and engagement. As your organization and digital workplace grow and evolve, so will the needs of your Board. Use the tactics recommended below to ensure you have a successful launch, drive engagement, and expand your Boardroom to meet evolving needs.  

Launch 

  • Simplify the experience: Provide clear and simple instructions and calls-to-action to drive desired experience without the need for formal training. 
  • Provide a contact: Ensure the Boardroom homepage has a link to reach your digital workplace manager for assistance.
  • Complete profiles: Encourage the Board members to fill out their profiles within the digital workplace.
  • Keep it clean: Use a clear and concise architecture to keep it simple and easy-to-use. 

Engage

  • Continue conversations: While meetings happen for a specific amount of time, the conversations around meeting topics continue long after. Support continued conversations by making presentations, documents, etc., easily accessible, subscribing key members to relevant Channels, and encouraging discussions as a follow-up to formal meetings.
  • Leverage a Board champion: Recruit a Board member to become a champion of the Boardroom Solution and lead by example when it comes to creating clear and concise content, and continuing conversations beyond Board meetings. 
  • Gather feedback: Allow Board members to control the evolution of their area by providing an easy way for them to provide feedback.

Govern 

This Solution should be managed by the CEO and generally, the CFO. 

  • Check security: Check and test all groups, roles, and permissions before going live using sample content to ensure security expectations are met.  
  • Communicate updates: All updates to the Board should be communicated via the Boardroom for compliance, auditing, and security. 
  • Monitor activity: Run monthly audit reports on activity to ensure there are no breaches in security.
  • Provide quarterly assessments: Provide quarterly summaries about changes and updates to the Solution requested by the Board (e.g. feedback gathered during Board meetings).
PlaybookTip_Icon.png

Playbook Tip - Moderate, publish, confirm consumption

The Boardroom Solution thrives under proper governance. Below are two key recommendations to help you govern the Boardroom Solution:

  1. Have the CEO moderate and approve all items before publishing them within the Boardroom, including:
    • Board decks 
    • Resolution drafts 
    • Budgets 
    • Acquisitions 
  2. Use read receipts for confirmation of resolutions and to ensure consumption of other published materials, such as Board decks.

Evolve

  • Promote thought leadership: Include microblogs to facilitate conversations around specific topics that are of interest to your Board members and the organization. 
  • Increase visibility: Incorporate the Igloo Status Widget to provide high-level updates for critical or strategic company projects and initiatives. 
  • Integrate with third-party tools: Integrate with third-party tools to dynamically display information and data of interest to board members such as Salesforce.
  • Leverage feedback: Review and incorporate feedback from frequent users of the Solution to include updates and changes that have an impact. 
  • Reassess metrics: Review objectives and KPIs to refine them and continue to mature and maximize the business value of the Solution.

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