9/19/2014. Cool Tools for Board Meetings. Agenda. Introductions Lisa Rau. Lisa Rau, Chief Executive Officer Confluence

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1 Lisa Rau, Chief Executive Officer Confluence 1 Agenda Introductions Technology for Boards Overview Examples Questions and Answers 2 2 Introductions Lisa Rau CEO and co-founder; Confluence ( LA / DC-based Nonprofit Technology Firm Technology Consulting, Technology Capacity Building, Web Design and Development; CRM Implementation (Salesforce and CiviCRM) ~20 years of experience in IT services Last 12+ dedicated 100% to nonprofit sector Computer Scientist: B.S., EECS, University of California, Berkeley M.S., Computer Science, Univ. of California, Berkeley Ph.D., CS / Artificial Intelligence, Univ. of Exeter 3 3 1

2 Introductions Lisa Rau Performed ~100 strategic tech assessments / plans Strategic technology consultant Present / train on IT budgeting, fundraising, IT capacity building, tech planning, social media... Faculty; Center for Nonprofit Advancement s Learning and Leadership Institute Guest Faculty; Tidewater Community College s Academy for Nonprofit Excellence Guest Lecturer; Antioch in LA Masters in Nonprofit Management Peer Reviewer, Standards of Excellence Program Prior Board Member, YWCA of the National Capital Area 4 4 Introductions - Confluence Nonprofit Technology Consulting Firm Mission: To help our nonprofit clients achieve the greatest strategic value from their technology resources Est. 3/01; over 750 nonprofits nationwide Three Practices: Technology Consulting and Capacity Building Website Design and Development CRM Implementation (Salesforce and CiviCRM) 5 5 Technology for Board Meetings Web-based access to board packets Easy / simple access from ipads Board contact information lists Video-teleconference capabilities Real time minutes-taking Other features and functions 6 6 2

3 Areas of Management - BoardSource Member Management Bio, skills, contact information, time, expectations, financial contribution Queue of potential new members Communication Documentation Agendas, Minutes, Packets Meetings Calendar, Scheduling, Reminders, Attendance Activities Responsibilities 7 Motivation Systems can Improve (Board Source) Board Engagement Overall Board and Nonprofit Performance Risk Mitigation Time Management Board Regulatory Compliance Drive good governance Manage 990s COI policies / procedures Independent Director Requirements 8 Usage Scenarios Help board members do their work Collaborate effectively Address potential geographic challenges New for-profit regulations for board meetings has caused rise in software options 9 3

4 Functional Components of Board Software Offerings have many overlapping features Tools to create a board book Anywhere access, no print and ship Centrally manage organizational documents Electronically distribute materials Calendaring; links to documents from calendar and discussion tools 10 Functional Components of Board Software Survey tools: For polling board members For board assessments Online note taking at, before or during meetings Online or offline access (on an airplane) Share, communicate and update board materials Used by committees / subcommittees Cloud-based natch Role-based permissions Discriminating Requirements Alert system that notifies board members when new information is available. Printing for board members Note taking and book marking capabilities Access to notes during meetings, then archive notes after meetings Survey tools and templates for board self assessments, developing consensus, and voting. Archives of uploaded documents, searchable by keywords, dates, and committee references 12 4

5 Discriminating Requirements Mobile Access Integration with Outlook Workflow Version Control of Documents Degree of internal edit / version Method of board book creation; input file types Remote wipe / remote lock (theft-proofing) Security Offline Use / Offline Access (two separate things) 13 Questions to Ask Pricing Nonprofit Discounts especially Optional Services / Extra Charges Downloading; storage; archiving; Implementation support Start up and initial board meeting Training Scanning/uploading archival documents Ongoing support services Method to get Number clients using software Number similar nonprofits Have they gone paperless? Sign in / Login process Control after download to personal computers? 14 Pricing BoardWorks - a typical company will see a positive reduction within 12 months; has ROI calculator BoardEffects - $2,100 / year BoardMax start at $1,725 / yr (based on size) BoardPaq Standard: $249 / month 1 user; $9 / mo others Nonprofit 501c(3): $99 / mo 15 users; $9 / mo others Nonprofit Volume: $299 / mo 50 users; $100 / addl 50 user blocks

6 Pricing BoardEffect Based on charity status, number of users (staff, board members, others) and number of committees Up to 20 users, unlimited committees, and unlimited storage is $7500/year Up to 70 users, unlimited committees, and unlimited storage is $15,000/year Boardsource VirtualBoardroom $50 / month per organization ($600 / yr); $40 for BoardSource member ($480/ yr) 16 Organizational Surround Issues with adoption One organization one year to get whole board and staff to adopt Best practices To select tool To roll out capability 17 One Process Get support CEO, board leadership, and board administrative staff. Document goals and concerns Cross functional group of staff Ensure everyone has common understanding of typical functions of portals Perhaps divide up options among staff to research (to get buy in) 18 6

7 One Process Document prioritized requirements Cross functional group to confirm priorities and evaluate products. Include least and most tech savvy board members and administrative staff Choose a short list of vendors who meet key requirements Get demonstration; talk to references, solicit other feedback 19 Features, support, price Basic: improved communications Archives Board books Board action calendar Robust: more sophisticated user interface Security 24/7 support survey tools note taking 20 Commercial Capabilities Boardsource Virtual Boardroom / BoardMax (StreamLink) Director Desk from NASDAQ Diligent Boardbooks BoardPaq Sogo BoardEffect BoardVantage BoardWorks Thomson Reuters Accelus BoardLink 21 7

8 Boardsource Virtual Boardroom (BVB) Developed in partnership with BoardSource Board portal for small to mid-range organizations Manage and centralize all meetings Manage communications Manage all board related documents Improve board engagement Cool Tools for Board Meetings 8

9 BoardMax (StreamLink) Comprehensive board management solution, suitable for larger organizations Manage all board-related communications and activities Track board performance and responsibilities 27 9

10 Cool Tools for Board Meetings 10

11 31 31 Directors Desk from NASDAQ Workflow management for collecting items for agenda ( SmartAgenda tm ) Automated approval workflow Separate repositories for key reference documents Board, Corporate, Committee, Hot topics document centers Built-in Version / Revision control Staged environment to create materials first Cool Tools for Board Meetings 11

12 Cool Tools for Board Meetings 12

13 Diligent Boardbooks 3,500 boards worldwide Concierge-level training and support Corporate Boards Global hotline / helpdesk Looks like and acts like a book All proprietary Keyword search across all documents Private notes or share with others Online written consents for time-sensitive board actions Cool Tools for Board Meetings 13

14 BoardPaq Record meeting minutes, capture voting, resolutions, and draft minutes reviews Bios / of members RSVPs and task assignments Home screen running count of member tasks to complete: Prior to, during and after a meeting Secure 1 click download of all content Documents connected to agenda items PDF annotation (sticky notes, text, voice dictation, draw) Cool Tools for Board Meetings 14

15 BoardEffect Creation of online board books using any document file type (.doc,.pdf,.xls,.ppt, etc.) Automatic conversion of the board book into one pdf document with bookmarks Private workspaces for committees as well as for the board Off-site, redundant storage for files incl. audio, video clips Shared calendar and easy meeting scheduling Board contact directory, featuring images, private document storage folders, and terms of office Online discussions and meeting capabilities Dashboard views of news, tasks, other updates Supports 10 languages, international hosting options available 45 15

16 Dashboard View of the ipad App 46 Sign-on to the Portal Dashboard View

17 Meeting Books Meeting Books Calendar

18 Directory Meeting Books Meeting Books

19 Annotations Annotations Annotations

20 BoardWorks (Computershare) Review, sign and approve Full-offline functionality, including votes and surveys Convenient automatic syncing of board materials 58 Annotations Directory

21 Resource Library BoardVantage Over 1,500 large companies, ½ of Fortune 100 Current Meeting: Instant access to meeting materials Secure Briefcase: Download materials for offline viewing Approvals: Ease-to-use tools for all approvals Annotation: Notes and highlights, freehand or pushpins Remote Purge: In case of loss or theft of device TeamSpaces: Segregate content by team or board Doc Collaboration: Editing, version control, notification Secure Exchange confidential messages Bookmarks: For ease of navigation Cool Tools for Board Meetings 21

22 Cool Tools for Board Meetings 22

23 Thomson Reuters Accelus BoardLink Analyst reports from lending brokerage houses and banks covering more than 60,000 companies Only solution on the market that integrates rbusiness and industry content Tailored for board 24/7/365 across the globe SSAE 16 report plus a SysTrust certification Statement on Standards for Attestation Engagements, Reporting on Controls at a Service Organization Finalized by Auditing Standards Board of the American Institute of Certified Public Accountants 67 For more information, contact me at: x