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The BoardMaps Solution

There is no one size fits all approach for board and executive meetings. Different types of organizations have different structures, make different types of decisions, need different materials and have different governance needs.

BoardMaps has the flexibility to match any organizations - no matter the size, structure or type. Here are a few of the different decision management solutions implemented with BoardMaps.

Corporate Use of BoardMaps – BoardMaps keeps company directors and executives aligned and productive. It simplifies fiduciary duties with greater transparency; it reduces risk with ensured use of approved decision processes; and it helps teams make better, more informed decisions with access to information in context.

BoardMaps and Community Organizations – BoardMaps removes the dependence upon diverse email and paper systems by creating an easy to use portal environment tailored for volunteer and part time users.

BoardMaps in Financial Services – BoardMaps is used today by leading banks and funds to enable compliance while ensuring efficiency and effectiveness of decisions by credit, investment and operating committees.

 

Corporate Use of BoardMaps – BoardMaps keeps company directors and executives aligned and productive. It simplifies fiduciary duties with greater transparency; it reduces risk with ensured use of approved decision processes; and it helps teams make better, more informed decisions with access to information in context.

BoardMaps and Community Organizations – BoardMaps removes the dependence upon diverse email and paper systems by creating an easy to use portal environment tailored for volunteer and part time users.

BoardMaps in Financial Services – BoardMaps is used today by leading banks and funds to enable compliance while ensuring efficiency and effectiveness of decisions by credit, investment and operating committees.

BoardMaps is created specifically for automating decision management processes BoardMaps is the first comprehensive decision management solution that enables boards, committees and teams to focus on critical initiatives and programs. Creating agendas and making decisions are only the initial phases in decision management. By keeping a matter in scope from the time it is first raised until subsequent actions have been completed, BoardMaps ensures that decisions are tied to results. This concept of a complete matter life cycle is unique to BoardMaps.
BoardMaps provides a single information space for all members of leadership teams BoardMaps users can access all relevant background material, make annotations and comments to documents and exchange electronic messages with other meeting participants all within a single system. Security is managed and maintained centrally and an accurate record of how decisions were reached is kept. And thanks to background syncing, BoardMaps users can securely access all meeting materials offline when needed.
BoardMaps has extensive capabilities for conducting in-person and remote meetings Forget about rescheduling meetings just because a key team member is away on a business trip. With BoardMaps, you can still share information, make and document decisions and assign follow-up actions - whether the participants are in the room or not. Remote participants can use their laptop or tablet to access the same background information, share in real time comment and discussion, and if needed cast their votes in a formal decision process.
BoardMaps provides for formal voting and legally acceptable electronic signatures when needed 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 both the parties concerned with oversite and those responsible for 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 in making a decision attached to the specific matter. An indexed database and powerful but easy to use search capabilities allow 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

How BoardMaps Makes the Decision Process More Effective

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To achieve its goals, an organization 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 older but still 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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Managing Matters is the central process of BoardMaps
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 done 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.
  • And perhaps most problematic, the decision makers are usually separated from those implementing the decisions and so are unable to follow the ongoing execution and can therefore not make timely adjustments when needed.
All this is changes with BoardMaps, a system that is built around a Matter - the key elements of a successful decision management process. There are three key concepts in this process: Matters, Meetings and Action Points.
  • Users create Matters to organize and securely share information related to important issues.
  • They set up Meetings where teams make and document decisions through active discussion in person or remotely.
  • Resulting Action Points are then assigned owners so that the team can monitor the status of implemented and pending actions.
These are the building blocks of the activities of the organization at various levels - from board meetings to staff planning to committee work. And BoardMaps enables leaders to make the most of their time together and multiply their impact on the organization.

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
Successful leaders connect strategic planning to ongoing activities before, during and after meetings and ensure focus on critical issues, actions and results.

With BoardMaps, you connect strategic planning to ongoing activities through:

  • Focus - keeping priority matters on the agenda until they are fully resolved
  • Participation - providing a common platform for members to discuss issues and make decisions
  • Perfection - transforming agenda items into action points and monitoring progress
  • Retention - preserving the history of each matter and the context of decisions and actions

The best way to discover the advantages of BoardMaps is to see it for yourself. Contact us today for a demo.