Paperless Board Books: Tips for Making the Transition. For Technical Support. How to Submit Your Questions Online

Transcription

1 Paperless Board Books: Tips for Making the Transition November 6, 2012 For Technical Support If you re listening over the phone, please press *0. If you re listening through your computer speakers, 2 How to Submit Your Questions Online Question: Where can I get more information? Response: Go to for more details. Step 1: Type in your question. Step 2: Click on the Send button. 3

2 To Download the Program Files 1. Click here in the Links box to open the presentation slides or handout. 2. Click on an icon to print or save the file. 4 Moderators Sheila Glenn Sr. Executive Assistant NRECA Kristen Wheeler Event Program Planning Specialist NRECA Our Topics What s the Best Solution for Your Board Considerations Before Going Paperless Making the Transition Moving Forward and Making it Better Resources to Help You Make the Decision A Paperless Success Story - by Jan Collins of Southern Pine EPA

3 Speaker Lisa Hanson, CTT+, MCT Sr. Technical Training Advisor NRECA Polling Question Are you currently using a paperless board book vendor or a paperless solution? Using the Chat box, please share which vendor or combination of solutions you are using. Polling Question When will your Board transition to a paperless board book? This year 1 st Quarter of nd Quarter of 2013 Late 2013 No plans, yet

4 What s the Best Solution? Laptops or Tablets? BYOD or Co-op Provided Devices? Full Service Portals and Tablet Apps? Third Party Cloud Solution and e-readers? VPN or SharePoint and e-readers? Only? DIY? Laptop or Tablet Laptop OS with file management Needs to boot up Robust software Wired & wireless Bigger screens Shorter battery life Heavier Costs vary Tablet Limited file management Almost always on Limited tools in apps Wireless & cellular Small screens Longer battery life Lightweight Less than $1000 Portals & Tablet Apps Little work for the Director to get the book You create and upload book to the Portal Directors sync and read the book in the same app On and Offline access to material Online voting, digital signatures, etc. Full customer support

5 Cloud & e-readers A little more work for Directors to get the book You create, convert and upload the book to the cloud storage The Directors retrieve the book from the cloud The Directors read the book in an e-reader On and Offline access to book Changes to the book must be managed Your Network & e-readers Just a bit more work to retrieve the book Network connection may require another app You create, convert and save book to network Directors connect to network & retrieve book Directors read book in an e-reader Changes to the book must be managed & e-readers A simple solution? You create book and send as attachment Directors receive , open & download book Directors read book in an e-reader Book stays on Directors server. Book may be too large to or download Changes to the book must be managed

6 Do it Yourself Build the Board Portal & App of your DREAMS Collaborate with IT or contact a developer Build the features you need and forgot the rest Customize to support how your Board meets, communicates and votes This may not be the most expensive, but it s not the least expensive, either Considerations before Going Paperless What is the size of your Board? How often does your Board meet? What is the volume of meeting materials? What is the technical skill set of your Board? What is YOUR technical skillset? More Considerations Data and Information Security Issues Backup and recovery of your data Security of your data Regulatory and Compliance Issues You may need to create or revise policy

7 Even More Considerations Who owns the device? Who is financially responsible for the device? service, repair, replacement Who is financially responsible for Internet access and cellular data plans? Polling Question How much IT support do you (or IT) currently provide to your Board of Directors? No support Some support Lot s of support Too much, I m not a help desk! Support and Training Considerations Who will support your Directors? Will your Directors expect 24/7/365 support? Do you have the time to support the Board? Does IT have time to support the Board? Who will provide the BEST support to the Board and YOU?

8 Are they Really Ready? Can you Influence the decision makers? CEO Upper Management IT As well as the Board Is your Board willing to make the change? Overcoming Obstacles Fear of Change Fear of Technology Fear of Training / Learning Curve Fear of too many solutions across multiple Boards Fear of multi-tasking during Board meeting COSTS

9 Where are the $avings? Will you really save that much going paperless? paper and ink binders shipping costs It s the time savings that add up Time to create and distribute the book Changes to the book Archiving and Searching the contents of the book How much time can you expect your Board of Directors to save? And where are the hidden co$ts? Cellular Charges Additional licenses for offline apps Other productivity apps Device repairs and replacements Device accessories Try Before You Buy Have your Directors used a paperless book in another capacity? Will the Vendor comp costs during trial phase? Do you have a smaller group to test the solution?

10 THE BIG TRANSITION Making the Transition GO SLOW! Use the term PILOT or TRIAL Provide paper options to your Board Mirror current workflow Wait to make workflow, formatting and even communication changes More Transition Tips Make it FUN! Make it EASY! Training then support, More TRAINING then more SUPPORT.

11 Making it Better and Better Promote all the non-board Benefits The Directors stay connected Give them other useful apps Show them the Multimedia tools Promote their Digital Briefcase What s the Best Solution? Laptops or Tablets? BYOD or Co-op Provided Devices? Full Service Portals and Apps? Third Party Cloud Solution and e-readers? VPN or SharePoint and e-readers? Only? DIY? Information and Resources Board Portal Buying Guide NRECA IT and EA Listserv Demonstrations from Vendors Current Customers of your Top 3 Vendors White Papers from Industry Leaders Links on the next slide

12 Excellent Articles Electronic Board Books The Future is Here A Complete Guide to Going Paperless Making a Smooth Transition to Board Portals Improving Efficiency with Board Portals LINKS Cloud Storage & File Sharing DropBox Box.com BoardPaq PortalXpress

13 e-reader Apps GoodReader Adobe Reader iannotate ibooks (native to ipad) More Apps Mobile Device Management Apps Airwatch MobileIron ARALOC Boardroom Find my ipad (native to ipad) Network Connection Apps (VPN) Junos Pulse Cisco AnyConnect Absolute Safe Board Papers (integrates with SharePoint) Board Portals & Tablet Apps BoardEffect BoardLink BoardVantage Call To Order (developed by NISC) Diligent Board Member Services, Inc. Director Access Directors Desk MySource Gateway (subsidiary of CREC)

14 A Paperless Success Story Jan Collins Executive Assistant, Southern Pine EPA Taylorsville, MS Using their ipads

15 It s so EASY! Always Connected How to Submit Your Questions Online Question: Where can I get more information? Response: Go to for more details. Step 1: Type in your question. Step 2: Click on the Send button. 45

16 To Download the Program Files 1. Click here in the Links box to open the presentation slides or handout. 2. Click on an icon to print or save the file. 46 Call To Order - NISC