How Diligent Boards™ helps independent healthcare organisations manage international operations.

Diligent Boards has worked with a leading international healthcare company since 2011. During that time, it has helped streamline operational activities through working with the organisation and its leadership to create a culture of digital collaboration.

CHALLENGE

Healthcare organisations can be complex and cumbersome to manage at the best of times, but when you’re dealing with a company that has operated for several decades and that has a global presence, issues of governance and communication can become significantly more complex.

Running a dynamic and geographically diverse organisation requires excellent governance and firm control of the board and committee meetings that steer the strategic direction. However, all of this information has to be distributed. Traditionally, the board would receive important information as part of a paper-based board pack, but the sheer amount of paper used during its compilation was growing out of control. “We were burning through reams of paper—sometimes up to 10 packs a month,” a spokesperson for the organisation told us. This meant that roughly 5,000 sheets of paper were being used each month with a cost of approximately £1,000 for paper and toner alone.

In addition, the board meeting preparation process required employees to work full time for a week each month to gather, edit, print and courier packs to the organisation’s 11 board members—some of whom were located outside the UK. Ultimately, sustainability became a key driver behind the decision to switch to a digital board book solution.

APPROACH

After reviewing a number of different approaches and solutions—from simple software that creates PDFs to dedicated board portal providers—the team decided that they needed a full-service solution.

After narrowing the selection down to two candidates, Diligent came out on top. “When you compare Diligent with its nearest competitor, you can see that it was designed with the user experience in mind,” said the spokesperson. She found that not only was Diligent Boards much more intuitive to use, but that it also provided the encryption and security that the healthcare organisation needed to protect sensitive data (as well as the all-important ability to cut down on paper usage).

The company decided to roll out Diligent Boards first to the organisation’s executive team, which is made up of 12 executives, two of whom also sit on the company’s main board. The executive team used Diligent Boards for two months, and based on how quickly they became proficient with the technology, the company decided to expand usage of Diligent Boards to the main board and to the board of the organisation’s UK-based insurance company. Although the company planned to provide paper-based materials alongside Diligent Boards for a six-month period, several board members asked for the paper-based packs to be stopped after just two months.

RESULTS

Diligent Boards has helped the healthcare organisation save reams of paper from being wasted, and has also saved the organisation a significant amount of time each month. In fact, it now takes a quarter of the time to produce board packs. “Diligent Boards helps improve the quality of information. Because we can put meeting materials together much more quickly, it gives us a longer lead time to create the materials themselves, so they’re more up-to-date. More accurate,” noted the spokesperson. “And, as we continue to expand globally, Diligent Boards makes sharing information much easier.”

The organisation reports that bringing on new users to Boards is easy. The solution is so intuitive it takes them, on average, 20 minutes to walk executives through the different functions. Given the popularity of Diligent Boards, the global healthcare organisation has expanded its use throughout the company.

  • When you compare Diligent with its nearest competitor,
  • you can see that it was designed with the user experience in mind.