Magenta Living is now using BoardPad software to replace paper-based board packs for its senior executives’ meetings.
The housing provider holds a combination of 30 board and committee meetings each year, with 16 board packs needed for each meeting. The collation of paper board packs was taking Magenta’s administration team two days to produce for each meeting. After unsuccessfully trialling other paperless meeting options, Magenta looked into more sophisticated solutions to host their meetings that would allow directors to simply annotate documents as well as being highly secure and portable.
Colin Arnold, head of ICT, Magenta Living, said, “We needed a solution where we could monitor the information that board members received. We were also having issues getting papers out to board members in a timely manner and wanted to relieve that pressure from the administration team.
“Our IT team led the selection and implementation of BoardPad as we had a number of security concerns, including being sure that documents could be archived and deleted and that they couldn’t be copied.”
The implementation of BoardPad has been well-received by Magenta’s board. Members have enjoyed being able to download and access past and present papers instantly, wherever they are, without having to contact Magenta’s administrative team.
Arnold said, “Since introducing BoardPad, even our most technophobic board directors have never looked back. They like the simplicity and overall user experience.”
The administrative team at Magenta reported that they were pleased with the speed, efficiency and accuracy that BoardPad has brought to their operations. Connect’s intuitive functionality has allowed administrators to quickly change agenda items, re-upload reports and publish last-minute documents.
Jessica Sutton, board administrator, Magenta Living, said, “We find it so much easier to drag and drop all of our documents into BoardPad; in the past we used software that required us to individually PDF and upload each document. We no longer print papers which means we don’t spend days compiling paper packs.
“We can also log on and check when board directors have accessed their papers so we’re much more aware of our board’s contribution to meetings in terms of preparation, something we’re finding really useful as we head into appraisal processes.”