Executives in the top management of companies, in public administration, in associations or other institutions guide the development and success of the respective organization. This includes, for example, members of executive management, general management and secretariats, the managing board, administrative and supervisory boards, governments at the federal, state and local levels, or associations. Regular management and committee meetings provide the framework for the strategic decisions made by the top management level. These meetings are subject to strict regulatory, statutory and internal compliance requirements, from planning and preparation through execution and coordination to follow-up and implementation. The highest data security standards and strict obligations to confidentiality as well as maximum transparency and traceability for internal and external participants are basic requirements.
Smart tools such as Fabasoft Boards cover the entire meeting process in just one solution and support those responsible in the field of politics, business and other institutions in making (legally) effective decisions that comply with rules and regulations without any liability risks.
Maximum data and information security
Committees, including the supervisory board, often consist of people from within and outside the organization, who must comply with high data protection and IT security rules during meetings. This is on the one hand due to existing laws and regulations, for example on insider information at listed companies, and on the other hand due to the strictly confidential topics under discussion.
Boards, the digital meeting management software developed in the Fabasoft PROCECO ecosystem based on the Fabasoft Cloud, meets these requirements. The "Cloud Computing Compliance Criteria Catalogue" (C5) of the German Federal Office for Information Security (BSI), the EU Cloud Code of Conduct (CoC), Level 3 (GDPR compliance), the certificate according to IDW PS 880 (audit-proof or GoB-compliant archiving) and numerous other internationally recognized certifications prove the highest security standards of the Fabasoft Cloud. A sophisticated rights and roles concept allows external committee members to be easily integrated and granted access to documents stored in password-protected data rooms. Enhanced features, including two-factor authentication at log-in, ensure maximum data protection. This makes the delicate exchange of sensitive data via e-mail or by post obsolete, while at the same time ruling out unauthorized access and data storage outside Europe.
Timely meeting organization and targeted preparation
Successful decisions already start with the planning and preparation of management meetings. In addition to deadlines for scheduling these meetings, there are often specific requirements regarding the agenda and associated documents.
Digital meeting management speeds up the entire organization and communication process and replaces the previously resource-intensive and error-prone coordination via telephone or e-mail. Even the scheduling of meetings, including the sending of invitations, is done electronically with Fabasoft Boards. Thanks to the Microsoft Outlook connection, the selected group of participants automatically receives a calendar entry. The agenda with schedule and all information material are also available to the participants in one place. Adaptations or changes – even at very short notice – are possible at any time, and the authorized persons always access the same documents in the latest version.
Quick submission of proposals
The basis for high-quality, legally effective decisions is comprehensive information and documentation on the respective topic. For this purpose, Fabasoft Boards includes a digital proposal management. This means that, if necessary, additional proposals for opinion-forming and voting can be introduced quickly and without media discontinuity before and during the meeting – even by executives not participating in the meeting. Digital notes and a comment function further simplify collaboration.
Thanks to the clear overview and storage of data in the highly secure Fabasoft Cloud and the intuitive use of the software, questions or open issues can be quickly answered in a way that is comprehensible to everyone and documents can be edited in a focused manner. In this way, committee members are able to concentrate on achieving strategic goals right from the start and optimize the course of the meeting through good preparation.
Efficient handling of meetings including protocol and tracking
Productive meetings require, on the one hand, active time management that provides sufficient space for discussions and negotiations, and, on the other hand, a voting procedure that complies with rules and regulations, including complete protocol.
Digital meeting management ensures that meetings are conducted efficiently within the defined time frame. Unlike analog decision-making, Fabasoft Boards takes into account defined voting weights or majority ratios for votes and thus complies with the legal framework. This also applies to the protocol and the associated approval and release processes.
With the software, decision-making and voting is documented “at the touch of a button” and the next steps, including to-dos and responsibilities, can be recorded. Participants are able to quickly introduce change requests and always track the entire discussion and voting process. The protocol approval also runs directly via Fabasoft Boards and replaces the need to obtain the subsequent consent of internal and external committee members by e-mail. This not only noticeably speeds up the process, but also significantly increases the quality of the decisions. In addition, workflows and to-do lists – including push notifications and e-mail reminders of upcoming tasks and deadlines – simplify the implementation of defined measures and provide an overview of the achievement of strategic goals.
Digital meeting management: responsibility is that simple
High-level executives make strategic decisions and are thus responsible for the long-term success of their organization. The prerequisite for this is efficient management and committee meetings that adhere to all compliance requirements. A meeting management software optimizes processes and significantly improves quality. The advantages compared to analog methods are far-reaching: automated time management, clearly defined access regulations, secure storage and simple processing of the latest documents in one place. In addition, traceable decision-making, protocol, transparent documentation of decisions and responsibilities, and audit-proof archiving. Fabasoft Boards supports the entire meeting process, enabling the management to focus on strategic tasks instead of liability issues. Responsibility is that simple.
