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Solution Concept

In BoardMaps, important issues are identified and organized into Matters. A Matter is the key building block of the activities of collegial bodies of various levels - from the Board of Directors to project teams

Matters comprise the meeting agenda and are the focus of discussion. But in many teams, issues are considered closed once a decision is reached. With BoardMaps the process is extended to include the implementation of the decision and the achievement of the desired result.

The entire BoardMaps system is built upon this concept of Matter Circulation — managing and controlling a Matter throughout its lifecycle. By resolving a Matter in this way, you make a crucial step towards achieving its goal.

 

Matters comprise the meeting agenda and are the focus of discussion. But in many teams, issues are considered closed once a decision is reached. With BoardMaps the process is extended to include the implementation of the decision and the achievement of the desired result.

The entire BoardMaps system is built upon this concept of Matter Circulation — managing and controlling a Matter throughout its lifecycle. By resolving a Matter in this way, you make a crucial step towards achieving its goal.

BoardMaps is created specifically for automating management processes BoardMaps equips you with all the necessary tools specifically designed for managing the decision process – access rights and roles, calendar and events planner, a system of electronic voting and e-signature use, automatic generation of meeting minutes, control over the implementation of action items and much more. You no longer need to depend upon a general purpose system such as e-mail for electronic document circulation
BoardMaps has extensive capabilities for conducting in-person, remote and in absentia meetings Forget about rescheduling meetings just because a key team member is away on a business trip. Adopt resolutions by circular ballot in a fast and efficient way, just as if all meeting participants were present in-person. You can combine these various formats of conducting meetings, and discuss the same matter sequentially or simultaneously in multiple collegial bodies
BoardMaps provides for legally binding voting and documents sigining Voting results, meeting minutes, action items and other documents in BoardMaps can be validated by meeting participants with the help of e-signatures. This e-signature technology was implemented in accordance with legal requirements to ensure good governance and compliance
BoardMaps gives you full control over action item implementation Within BoardMaps, every action item is associated with parties concerned with both the parties concerned with oversite and those responsible for their execution. The system can automatically send reminders and notifications and also provides statistics on progress of action items. Progress statistics can be sorted by subject, organization, employees and other parameters
BoardMaps stores historical data of all matters and materials BoardMaps keeps all materials used for considering a matter and adopting a resolution attached to the matter. An indexed database and powerful search capabilities allows BoardMaps users to create flexible queries and find 'that interesting presentation on matter X or perhaps Y sometime in December-January a year ago'. Compliance with good governance requirements is facilitated by keeping all meeting materials and electronic discussions in a single, secure repository
BoardMaps provides a single information space for all members of leadership teams For efficient consideration of a matter BoardMaps users can make annotations and comments to documents and exchange electronic messages with other meeting participants all within a single system, no need to be distracted by e-mails. And thanks to background syncing, BoardMaps users can securely access all meeting materials offline when needed

How BoardMaps Benefits Your Business

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To achieve its goals a company must deal with many strategic and tactical matters. However, with the multitude of issues we must address daily, we often focus on the newest concerns, neglecting the most important matters and failing to follow up on their execution. BoardMaps will not let matters fall through the cracks – the solution enables efficient meetings, drives coordinated decisions on matters, creates action items and monitors and controls their implementation.

BoardMaps ensures the follow up on a matter throughout its lifecycle – from the moment it is brought up until it is implemented and resolved so your goals turn into results.

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Matter Circulation is the concept of information management
in order to achieve results
Automation of decision management is typically ad hoc and irregular. A matter can be brought up in an e-mail, then included in a meeting agenda via corporate document management system. Meetings are planned in a corporate calendar and via e-mails or perhaps the Corporate Secretary does it all with the help of a telephone, pen and a sheet of paper!
Meeting minutes are noted down manually and are approved via e-mail in a few days. All this is changes with BoardMaps, a system that is built around a Matter and Matter Circulation - the key elements of a successful decision management process.
  • New 7%
  • Being implemented 50%
  • Implemented 35%
  • Not implemented 1%
  • Being reworked 2%
  • Pending approval 5%
  • New 7%
  • Being implemented 50%

  • Implemented 35%
  • Not implemented 1%

  • Being reworked 2%
  • Pending approval 5%

A Diagram of Matter Circulation

Matter Circulation Matter Meeting
agenda
Meeting Resolution
  • 1

    The key element is a Matter.

  • 2

    A new matter is proposed and included in a meeting agenda

  • 3

    A meeting is conducted to discuss agenda items.

  • 4

    As a result of discussion, meeting minutes are generated and action items are assigned. Once they are implemented, the matter is considered resolved. It can be closed.

Matter Circulation Matter Meeting
agenda
Meeting Resolution
BoardMaps offers Matter Circulation out-of-the-box, so once it is installed you can concentrate on resolving critical Matters

BoardMaps use gives you multiple advantages:

  • Focus on management tasks while working in a single information space
  • Simplify planning for participation in meetings of multiple leadership teams
  • Create agendas and plan meetings, approve meeting minutes and designate employees to implement action items in a faster, more convenient way
  • Identify risks of organizing a meeting by receiving up to date information on the progress of preparation
  • Access all materials and resolutions of meetings in real-time, no matter where you are
  • Minimize errors and time expenditure associated with organizing and conducting meetings ‘manually‘
  • Get an overview of performance of leadership teams as a whole and of their individual members
  • Distribute action items and get a consistent view of their implementation progress

The best way to assess the advantages of BoardMaps is to test it your work environment