Case Studies

Charity

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Macmillan Cancer Support is one of the largest UK charities providing specialist support to people affected by cancer.

They are committed to researching the social, emotional and practical impact that cancer can have, with the goal to improve the lives of everyone living with cancer throughout the UK.

Enhancing security and boosting productivity in the boardroom

The challenge

One of the key aspects to the success of Macmillan Cancer Support is the function and operation of the board of trustees and the executive board. Headquartered in London, the charity holds seven board meetings, 12 committee meetings and 10 group executive meetings annually.

A combination of factors led the charity to seek an electronic alternative to paper board packs including the desire to get meeting papers and documents to trustees quickly, allowing them the maximum amount of time to read through. There was also an increasing concern around the security of board packs and the amount of time staff spent collating paper meeting packs.

The solution

The vital requirements the charity needed in a paperless solution was reliability, cost efficiency and a user friendly product for both administrators and board members. The solution implemented addressed many of the vital requirements initially set out by Macmillan Cancer Support. “BoardPad is user friendly and has generated significant cost savings to the charity for both administrators and board members”, said Elspeth Cox, Assistant Company Secretary.

From a board member’s perspective

There was some initial concern from board members who were apprehensive that the solution would be difficult and time consuming to use. As a strategy to combat this resistance Macmillan rolled out the product in stages, starting with the trustees who were already using iPads regularly and were keen to use the system, ensuring that any teething problems were ironed out before introducing it to the rest of the board.

“Since the implementation of BoardPad, the secretarial team have received positive feedback from trustees and the board. Board members have enjoyed not having to carry around weighty board packs and the convenience of getting their papers instantly regardless of their location”, said Ms Cox.

From an administrator’s perspective

Meeting organisers at Macmillan have enjoyed the time saved since using BoardPad. It has enabled the charity to provide a more efficient service to the trustees by getting meeting packs to them promptly and securely, including late papers or any last-minute changes.

The BoardPad team provided training and support to Macmillan to ensure a smooth transition and the successful implementation of BoardPad. Ms Cox said, “on average, by switching to an electronic boardroom, we have saved up to 145 hours of administrator time per annum on photocopying meeting packs alone”.

Conclusion

The charity’s shift to an electronic boardroom has been well received by both the board and administration team. BoardPad has improved the overall security and efficiency of preparing and distributing board packs. In addition to the costs and time savings gained by the charity, BoardPad has allowed Macmillan’s volunteer trustees more preparation time before meetings and has facilitated the provisioning of information to the board in a more resourceful method.

BoardPad training was comprehensive and easy to follow. Very little support was needed as there were no issues.

Elspeth Cox, Assistant Company Secretary, Macmillan Cancer Support

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