The role of corporate secretaries has become increasingly complex. On top of compliance, advisory, and strategic functions, corporate secretaries are challenged to leverage technology to achieve maximum productivity.

Amid the changes brought about by digitalisation, one thing remains the same. Promoting and upholding good corporate governance still underpins the different functions of corporate secretaries. With this in mind, ensuring that processes are as efficient and as effective as possible has never been more crucial.

Leveraging Technology in Board Meetings

Organising board meetings is one of the main roles of corporate secretaries that takes up a lot of time. Corporate secretaries need to sort out schedules, compile meeting documents, send or print out meeting packs, and do more tasks to ensure that everything about the meeting is ready.

This is where using Convene, the leading board management software, comes in.

With Convene, organising board meetings has never been easier. Preparing for meetings is made effortless with an easy-to-use yet extremely powerful agenda-builder to upload board and committee papers that are automatically and intelligently compiled into one meeting pack.

In just a few clicks, corporate secretaries can notify directors about meetings, and send out meeting packs. Taking minutes of the meeting can also be done using the Convene platform.

“It used to take around five hours to prepare packs for a board meeting, and now it takes about 30 minutes,” Anne Greaves, Digital Communications Officer at Sheffield Children’s NHS Foundation Trust, said when asked about the time they saved with Convene.

Promoting Secure Communication

As much as technology can be utilized to improve efficiency, using technology for corporate secretarial functions also brings about new issues like cybersecurity. Given this, ensuring secure board communications is also a top concern of corporate secretaries now.

To empower remote board meetings, Convene has Integrated Video Conferencing,
which can be initiated using Convene. This mitigates the need to use multiple platforms for meetings and eliminates the risk of hijacked meeting rooms.

To ensure utmost accountability, Convene gives corporate secretaries the ability to effectively manage access rights and permissions to documents. Keeping track of who can access which documents, and even knowing when people accessed documents are made possible by Convene.

Suffice to say, Convene helps out corporate secretaries with efficiently ensuring the security of all their board communications.

Chris Spanias, Solution Architect at Tesco PLC, expressed his agreement . “Convene has the necessary security compliance standards, and that was a prerequisite for us because of the people who use it and the sensitive nature of the information discussed,” he said.

Beyond Board Meetings

Other than optimising board meeting processes and easing data security worries, Convene also has multiple features that can significantly expedite board matters . From storing board papers to circulating votes to putting documents up for review, Convene has got all your bases covered.

Convene has helped corporate secretaries from organisations of all kinds in over 100 countries improve the way they work. Because Convene has proven to maximize the efficiency of corporate secretaries, nothing gets in the way of achieving better corporate governance.

Author

CSIA

Corporate Secretaries International Association Limited (CSIA) was established in Geneva in 2010 as an association constituted according to article 60 et seq, of the Swiss Civil Code and entered into the commercial register in Switzerland and was relocated and registered as a company limited by guarantee in Hong Kong in 2017.

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