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and we're live good afternoon and welcome to Tech Talks my name is Kelsey ruff Smith and I am the director programs here at the Community Foundation for Ocala Marion County and joining us today is Ellen who's with us from Ward effect and she's gonna be telling us all about their board management and I'm so excited to hear more about it hi Ellen how are you hi Kelsey I'm great thanks so much for that introduction I'm excited to talk a little bit about modern governance today in our and our board portal solution for more members and so thanks for having having me and I'll go through just a couple of slides and then I'll actually go through and just do a quick preview of our software and I do encourage anybody if they have any questions or comments to post those so that we can make this as interactive as possible and you know hope hopefully we'll have some lively conversation and questions so you should be seeing my screen I've got as I mentioned just a couple of slides I want to go over board effect is a modern governess solution and what that means is that we partner with our clients to provide technology insights and process to feel good governance and so we want to make sure that organizations are able to effectively communicate and engage with their board members to effectively achieve the mission of the organization just a little bit about board effect we serve markets of all types and sizes but we specifically serve the nonprofit community so over 80% of our clients are nonprofits but we do of course also work with you know banks and hospitals and private and public companies but I just wanted to kind of point out our our mission is to serve you know mission driven organizations and so as part of my agenda today which I'll just a little bit about the challenges in the nonprofit sector especially those that we help avoid manage or minimize through our software solution and then talk just a little bit about why board effect what's our specific value proposition and then talk a little bit about our products and how it looks feels and operates and so some of the challenges that we see working with nonprofits is that our our clients that we partner with are trying to find ways to increase efficiency and that goes for it and preparing for board meetings getting information out to board meetings getting in soliciting feedback from board members she's trying to compress the amount of time and effort and attention it takes to get what you need from your board and give give your board what they need from you also board turnover we want to make sure that we offer a solution that can give you some valuable insights to help with board member recruitment helping out nomination committees identify holes and gaps may be in some diversity amongst your board I'm also board engagement we understand that with nonprofit boards a lot of times they are volunteer physicians and so you want to make sure that you're getting the value from your board members and driving that high level of engagement we have found that a tool like board effect allows you to give your board members access at the touch of a button at their fingertips to anything and everything they need to effectively serve your organization also securing funding is is always an issue with nonprofits and so we want to allow you to give the tools to your board members to be able to effectively fundraise we understand that resources can be limited and we want to make sure that we're also providing a very strong ROI on your investment in a board portal and then also the concept of data security and reputational risk a lot of our clients are currently maybe emailing board materials or printing and shipping and so that's really not at modern governance best practice we want to make sure that our clients are appropriately applying the appropriate security metrics around communicating maybe potentially sensitive information amongst your board so these are just some of the fact the challenges because we we work so closely with in the nonprofit sector that we have identified and that that we as I mentioned earlier do help avoid manage or minimize the risk of those as far as the Y board effect and Kelsey please do stop me if we have any questions I want to make sure that I give plenty of for that feedback um as far as Kanna you know the why bored effect we kind of filter everything we do through these five lenses I'll start off with security's kind of tying back into what I just wrapped up the previous slide talking about you know at board effect we take security very seriously we spent over ten million dollars a year on our security and infrastructure and so with that we are sought compliant we do third-party penetration vulnerability scans we are HIPAA compliant with a high tech certification everything in our software is encrypted both in transit and at rest and what we're trying to do is partner with you to add an extra layer of control around the information that you're sharing with your board another thing that we think is very important is that our software is easy and intuitive to use we understand that amongst all boards there's going to be varying levels of comfort utilizing technology so we want to make sure that even the less tech-savvy board member can pick up our software and effectively use it and so I'll talk a little bit more about kind of how we approach training and support before you wrap up but you know the average age of our end user is actually 69 years old so we understand the demographic that we're working with and we provide tools and tips and help in any way that we can to make sure that we overcome any hurdles to utilizing technology um another point that I want to talk about is just the concept of having control around the information that you're sharing so you can limit who can see what what they can do with it can things be printed emailed and/or downloaded or not you can have varying levels of access if you have committees on your board you can set it up so that board members only have access to the groups and committees they specifically belong to so that control and security do kind of tie in very closely to one another and another thing that I think we do a really good job at providing value is our integration panel and so we have several third-party integrations that tie directly into our software most popular of late is we do have a full integration with both GoToMeeting and zoom and so we actually had these before the Cova 19 crisis kind of turned board meetings up upside down and you know in-person meetings we're no longer happening so our clients that were 8 so just switch that button on and start launching there zoom and there go to meetings directly from the portal we really saw immediate value-add there we have some other integrations I'll walk you through on the product side of the demonstration and then lastly the concept of mobility and so we have a web platform where you can access our platform on any web browser of your choosing but we do also have apps so we have an iPhone an iPad a Kindle and Android app and so you can access the device on your excuse me the portal on any device of your choice any questions Kelsey and so far okay wonderful the last slide I have here before jumping into the product I'm just talking a little bit about our framework a lot of organizations come to us because they have a need to address in their meeting cycle which is you know how do we get our board materials to board members how do we schedule events how do we assign approvals and tasks and how do we give access to archived and historical information and that's the meeting cycle but really we add value in the annual and development cycle of board work as well the annual cycle might include an annual conflict of interest survey or questionnaire maybe it's you know budgeting auditing compliance those things policy handbooks that are updated maybe annually and then also the development cycle where we do help you with recruitment and collaboration tools and board orientation and reporting and so these are the areas kind of the three circles where we add value the meeting the annual and the development cycle so I am going to switch gears here and actually show you the platform all right so what you're seeing right here is our web platform I mentioned earlier we do also have several apps the good news is our website and our apps look almost identical and so you can go between the two interchangeably and not feel like you're using two different systems when you first log in to a board effect platform you're gonna see the logo for the organization that you serve and then you have this welcome area and the Welcome area content is highly customizable I have a video embedded here we have a lot of clients that put text or images or both a lot of our clients right now are putting their Kovan 19 response here it's kind of like an e bulletin board so you're not having to send emails to your board members doing having it you know get lost in the black hole of their inbox so you know embedded with hundreds of other emails they might be receiving daily you can control what messaging they see when they first log in additionally any news items press releases announcements anything you want to share can be shared in this news area and then you can set an expiration date for that news to go into the background after that time lapses the board effect announcements are only going to be visible to administrative users so that's how board effect communicates with you about new features or resources that we think would be relevant and helpful to you also over to the left you'll see I have several different groups set up and so you can set up as many boards and committees as you want so maybe you have a board and then you have a grants committee and nominating committee and audit committee and an executive committee when you set those up in our system and you assign users they're only going to see the information for the groups and committees they specifically belong to so if I'm not on the nominating committee I'm not gonna set the nominating committee events files or materials also below the welcome area you'll see a list of upcoming events and so for all the groups and committees that you're assigned to you're going to be to see in date order those upcoming events also as a board member you can subscribe to that the calendar and board effect and whenever your administrator adds an event in an board effect it'll automatically pre-populate on your purse calendar so whether you're using Outlook or Gmail or iOS calendar it's gonna have an allow redundancy as far as the events you have inboard effect in the events that you have on your personal calendar and you can also RSVP and allow your administrators visibility into whether or not you can attend a meeting or not as luck would have it we added the remote object in January and so you can as you can guess that's probably the most common if not only where people are attending meetings these days but you you a board member or the board members administrative assistant if they have one can select their RSVP response and then the admin can pull a report to see who's planning to come or who cannot come to a particular meeting I'm gonna open up our board book in just a little bit but I'm gonna show you a couple additional features before going back there so if I go down a little bit further you'll see there's a section called my polls and surveys and so in addition to a calendar of events and all of your meeting materials that correspond to those events um you might have feedback that you want to get from your board board outside of a physical meeting maybe it's approval of minutes or approval of budgets or just asking them what they want for lunch at a meeting or is their spouse coming with them to this particular conference you can use the tool to effectively and efficiently solicit that feedback from your boarding committee members and then you can pull those results by individual or as a summary aggregate report and so for example if there's a board self-assessment that I need to complete I simply click on that and you'll see here that there's an example of a survey with several questions now this is this example of a survey with open-ended questions we allow ranking dropdowns multiple choice and so you can create templates in our system and you can reuse those templates for example conflict of interest questionnaires are very popular you can set one up and then reuse it every year or whatever frequency is required an example of for example an assessment of key accountabilities for your board if you were to click on that you can see if this is an example of a survey with several different question types I mean you can also require a signature so we do have an e-signature component just what appalls kelsey have there been any questions not yet but we do a couple people watching right now and watching them sit here so it got me it's just a reminder go ahead and put those questions you have in the comment so that I can relay them back to Ellen thank you so much yeah that's wonderful thanks for joining everyone another thing I wanted to mention is that I know it's sometimes hard to find the perfect meeting date where you have the highest probability of attendance and availability so we also have a scheduler component so that if there for example needs to be a conference call that happens in the next week with your audit committee you can put in a scheduler kind of acts like a doodle poll if you're familiar with that and so it'll alert those committee members to login and select their name and their availability and so that report will give the administrator visibility into what date should be selected for the meeting based on the availability of board members we also have it set up that you can if you have an executive assistant or an administrative professional that helps support you and manage your calendar that they can respond on a board members behalf this is a really popular tool that we have in addition to your calendar and your surveys and your your committees we also have a resource library and so the resource library is a way to give your boarding committee members consistent easy secure access to any all documents and materials that they need access to in a secure environment you've unlimited file store or two you can have as many folders and subfolders as you want and then all the board of directors have access to all the board of directors files you can also set up sub folders sub sub folders and so you'll notice this some of the folders and some of the files have these little lock icons and what that means is when you add files to the resource library you can lock them down by individual or by a group of individual so if I go over here to security I can see that I have this folder lock down to three people so only these three individuals have access to the files in this folder so it's a great way to segregate information also each user has their own private folder and so we want to empower your board members to go in and see and access all information that they needs that they can effectively serve your organization we do also have a very interactive very comprehensive member directory so it's kind of like a living roster of your boarding committee members and you're able to track very important information about your board members and it's highly customizable and so you can actually see everyone on your on your portal as a user you can also sort and filter by committee you can also export user information by Excel or as a PDF and then if I click on my profile you can see here our our standard fields our company information personal information a list of all the boards and committees I serve on we also allow you to track and include term information and pull reports on that and then we also have an additional tab which allows you to include custom fields so I've gone in and added some demographic information some performance standards and then some additional custom fields that I like to track about my board the really cool thing about these fields is that you can include that information but then you can also pull reports to get valuable information so if I go here to settings and go here to custom fields this is where I go in and add whatever field it is we do have a lot of clients that will track let's say financial contributions they want to make sure that all their board members are making a meaningful contribution to that particular board that they're serving on and so you can actually track that and make it invisible so that nobody sees it in their public profile but then you can pull a report to see what levels each person is giving individually so that's an example of a custom field that we see very often but if I go here to reports I can pull those custom field reports I can also pull information about terms so I can see whose term is ending this year I can also sort by user or committee see if they've had an officer role etc I mentioned earlier that board engagement is on the forefront of a lot of our clients Minds and so we do give you a way to effectively track and monitor attendance from an engagement perspective so you can see amongst your board and committee you know what their attendance record is what is considered acceptable from an attendance perspective you can also track useful data on login activity and so if you're providing meeting materials a week in advance but your board members are not looking at it until the day before you had that insight so you can maybe even adjust your processes to allow maybe for more time to prepare for a meeting if you realize that that's not being reviewed until the day before as I mentioned earlier integrations is a really really big component we have several clients that use single sign-on service and so we actually have off-the-shelf plug-and-play single sign-on we also integrate with Salesforce and to blow we also integrate with as I mentioned GoToMeeting and zoom Google Drive and we also have an open API so that we can actually create custom applications so for example maybe you have a fundraising software and you want to implement it to integrate with our tool we can work with you to get that set up as long as they have an open API as well now before I go to the event and the board book Kelsey just want to check in and make sure everything is ok on your end over here thanks for checking in Ellen perfect so let's go here to this June 30th board meeting and this is what we call the events card and so if you go in here you can see you know who's attending and you can expand that to see all and see who's not attending for example um you'll also see a joint meeting button I have zoomed turned on so there's a zoom meeting associated with this event so when I'm ready to start this event on the 30th of 5:00 p.m. I click join meeting the zoom is gonna launch it's going to provide me with contact information and it's also going to initiate the video if you have that turned on and then you'll also notice there is a book associated with this event so when I click on the book it's gonna pull up the event material for this particular board meeting and it will start by having a nicely formatted cover page and then there's also as you scroll through an agenda the agenda is populated and customized by the administrator so it's gonna have all the appropriate agenda content that you need to share or have shared with you and then you just simply scroll through and you have access to your entire board book I can fit it to the width of my screen to make it a little bit larger also you'll notice to the left the agenda stays a docx so if any time I want to go to a specific section let's say I want to jump to the governance read I can click on that it takes me right to that section if I then want to go to the reports it takes me right there so as you can see here I've marked up this material as a board member they each have a unique login and password and so they can actually annotate on their materials and they are about default private so if I wanted to highlight something here I can highlight that we also have you know we can do electronic post-it notes we can actually write directly on the page and so once I've taken my notes I can see a list of all of my notes and I can click through and go to that particular note and then once I click on the note I can edit it delete it and I could even share it if you have share turned on where you your board members can share notes and annotations amongst themselves you can also do keyword searches so if I want to search for a specific word or a specific phrase I can search within the system and it will take me right to that page where that word occurs so I'm searching for the balance sheet and it takes me right there you can also as I mentioned turned on or off printing and/or downloading and so you do have the ability to control what is available outside the portal if you have informations it is highly sensitive maybe you don't turn printing on we have a lot of clients probably about 60% of our clients if they have printing turned on have watermarks turned on so that it actually prints the person's name dating of the words confidential so that we know if it gets in the wrong hands we know where that originated from as far as the backend of how to create a board book I'll take that book we just looked through and I will show you how it was created and so our system allows you again as I mentioned with surveys to create templates and so if you have a cover page an agenda template that you want to reuse meeting of our meeting you can leverage those and pull them in you can also start from scratch each time it's completely up to you so I have templates that's pre prefilled so this is the information that is showing in my cover page this is the information that's shown in my agenda and the frita jinda item I just drag and drop or click to upload the appropriate files you can upload files in their native format Word PowerPoint Excel pdf our system does automatically compress convert and optimize those into a PDF for you and it merges it into one big document and so if the CEO comes to you and says you know what I wanted to the CEO report last you just drag that to the bottom of the section hit save it automatically reap a Genet's everything if you find a mistake in the financials you just simply hit replace you replace the old file with the new file instantaneously your board members have access to the newest version of the software or the book rather when they log in next if they've already looked at the old version it will prompt them with a notice saying since you last logged in the financials have been updated so they have that visual reminder and then also if they had any notes on those financials and they were since replaced we do have what we call annotation preservation which means that the notes will be maintained on the new version so that's a really really popular feature that we have that we're really proud to offer our clients and then also we have this concept of contributors which is also another really really popular feature and the use case for that is let's say you have a third-party auditor that provides an audit report to the board on an annual basis and you want that audit report provided in depth the upcoming board meeting you can go in here to the section and click manage contributors you can type in your auditors email and click Add and it will send them a message saying that the board effect administrator for XYZ organization has asked you to contribute to the audit report section of the upcoming board me in that email there's a link they click they click the email link it opens up an upload box they upload the file hit save and then it alerts me as the administrator that the audit report has been added so you're not allowing that person access to your portal you're not paying for them a license but you're allowing them to seamlessly and effectively contribute material to that particular book and once you have all of your files uploaded in the appropriate order you just simply hit build book and it will build the book for you and then it will ask you to attach it to whatever meeting that book corresponds to so it's a really easy way to prepare and share information with your board members before during and after the meeting you can make edits what we have found is that what used to take maybe six hours can be done in one hour or less as far as if you are currently let's just say creating a merged PDF and Adobe and emailing that out to your board we offer a lot more efficient ways to for example edit those documents as needed so I'm just going to attach this to this meeting and I'm done so that's how easy it is to create your board book now we also have a minutes module and so what we have found is that a lot of our clients would like a tool to be able to effectively create minutes real-time to assign tasks and get minutes approved in an efficient manner and so if I go here to take minutes for this particular event it's gonna automatically pull up our minutes builder and it's going to create the minute headings based on your agenda topics for you and so if I go in here it already knows who my attendees are based on the RSVPs and then you can also add additional attendee information so if you have a guest presenter or a third party you can add their information in here and then in here are all the agenda sections and you just simply type those in so let me create one from scratch here create new so let's just say this is my June board meeting and it's a happening on the 30th at 5 p.m. and then I'm sorry about that I did not hit the okay button and then I can include a meeting location it's automatically going to populate if I did have a meeting location in my event card and then just simply hit create minutes and that's when it's gonna pull in those categories and then you can simply just type so here are my minutes you'll notice you can format it just like you would in word with bullet points of bold italics underline etc you can also very easily add new sections and then one of the really popular tools is let's just say you're in a meeting and someone says oh I'll follow up on that well you can actually assign an action so if the board member says he will call attorney on a specific issue to get some legal opinion I can do that and I can assign this to mr. stan graves I can say you know what he said he would do it by July 3rd and I want to assign it to this particular section and hit add it's gonna email a reminder to stand and let him know that he has that particular task assigned to him that was discussed during the meeting and then also as you go through your minutes you can save it as a draft so during the meeting maybe you do shorthand notes then after the meeting you go back in and you fill it in you make it look nice you have maybe another person review that make sure that you captured everything correctly and then you can mark it as in review and then you can assign individuals to review those maybe you have an executive director that needs to review those and then they are put in final draft and then it will go to the board for a vote and then it will show up as a as approved once it has been approved if it is not if it is not approved it'll allow the board member to make a note on why they are rejecting that particular version of the minute so it does absolutely streamline the process for taking an approving minutes Kelsea any questions there are no questions so right now you are good okay wonderful I do want to talk just a little bit about kind of implementation training and support we do offer 24/7 customer support by phone or email we also have a very robust knowledge base so while we are available to help you anytime any day we have some users that prefer kind of learn on their own so if you click on our knowledgebase it'll ask you whether or not you're an admin or a board member and once you make that selection it will provide you with orientation videos very useful articles and help guides we even have FAQ so if I need to know you know how to make annotations I can search in here and it will pull up all the articles that have to do with making annotations and so right here if I need to know how to share an annotation on the iPad it'll give you very detailed instructions on how to do so now we also do very robust admin training and board member training as part of our implementation process so you would be assigned a dedicated person to help you throughout the process where you do have the ability to schedule a kickoff call the line on goals and timeline is set up weekly for four to six weeks training calls where we help you configure we share with you use cases and best practices we share with you a lot of information and content and thought leadership and then of course we also train formally trained the board members so that's what I had planned to share with you today just to give you a little bit of background on you know why board effect is helping kind of transform organizations by providing modern governance best practices give you a little bit of insights into what our clients see us as far as adding value in helping us address you know challenges that they're facing and then wanted to give you just a little glimpse into our software at a very high level so Kelsey if we don't have any other questions or if you have any questions I'm happy to kind of go through those with you here life we don't have any other questions but I think you've done such a great job covering everything now um one thing I do always want to touch on can you go over just a little bit about how price he works with the software and how an organization would start the process of onboarding yeah absolutely that's a great question and so the way that we prize is a per user license fee so we do price in blocks of 20 so one to twenty twenty one to forty forty-one to sixty and so on we do have some organizations that have several hundred users and so we start making the blocks of fifty once it gets over a hundred and we actually do a price it's a sliding scale based on operating budgets and so a $200,000 a year budget of a non-profit is gonna pay less per user than a non-profit that has a budget of a billion dollars for example and so um if you do if anybody who's who is watching or sees the replay has any questions about pricing my email is e Glasgow and my my name is spelled GLA SGO W at board effect comm and I will be happy to provide you with a formal quote based on your organization size scope and number of user requirements but I will also add that one of the things we pride ourselves on as being a high value tool so I hope that as I have conversations with you all that you will see that the pricing does provide a very compelling ROI and depending on the size of your organization it could be as low as three thousand dollars a year and so please do reach out to me do not hesitate if you want to get a formal price quote and then as far as next steps if you're interested in using board effect if you just let me know I put together a simple two-page order form and then the same day we provision a URL and get working on training so it's a really simple low hurdle onboarding process that sounds great I'm you know I hear some stories of some of these places where you go to start onboarding and it kind of just becomes a nightmare for not only the staff and you know the members of the organization but also for the board so it don't like this is a pretty streamlined straightforward approach for sure yes I've heard those nightmares as well those are those stories and and honestly the more effort weep into helping with the implementation process the more there is a higher chance of a long-term successful relationship I mean our retention data is we do retain your every year over 96% of our client base and I don't think that would be nearly as high if we did not go the extra mile during implementation it's very rare that someone does not renew is typically a situation where unfortunately an organization is no longer in business or there's a merger or an acquisition where two entities become one and they no longer need the software so that's a great point and we really do pride ourselves on that support we provide during the implementation fee phase and then of course ongoing as well that's fantastic well I know that you've answered all of the main points I normally get asked about everything so I think that covers all the questions that I even have on my end but again if you just say your email one more time for anybody to jot down that wants to reach out to you yeah absolutely my email is e Glasgow GLA SG o W at board effect comm well I thank you so so much for being here today and for all of your flexibility and I'm really grateful that you were able to be here for us today and tell us more about board effect I can't wait to hear about some experiences that our members have with it and I just want to thank you for your time this afternoon thank you so much Kelsey it was a pleasure and I'm happy to come back and answer any follow-up questions or do another session so don't create you come you providing this value to your members and hope to hear from some of them soon yes all right y'all take care happy Tuesday thanks guys good one bye