Government

After implementing BoardVantage, Canada Post reduced the time to prepare the board package from 196 hours to just 20 hours per meeting. Equally important, timeliness of communications between the secretary’s office and the board was improved dramatically.

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Objectives

Like many large organizations, Canada Post was keen to improve efficiency in the board communications process. Often materials were delivered late so that board members did not have enough prep time before the meetings, and the sheer size, weight and bulkiness of board packages became a burden.

Michael Leger, Director, Corporate Secretariat and Assistant Corporate Secretary for Canada Post commented: "Is it the best use of the corporate secretary's time to be assembling and reviewing 50 binders, or do we best serve the board's decision-making process by choosing material and making it available faster at the convenience of the board, and ensuring that it is appropriate, clear and concise?"

Solution

After an extensive evaluation that included directors, Canada Post selected BoardVantage. "A big differentiation was the user-friendly and flexible administrative module." commented Michael Leger. This drove the productivity improvement the project set out to achieve.

In addition, Canada Post distributes written resolutions and surveys in lieu of face-to-face meetings, and posts meeting-related information, such as corporate bylaws, terms of reference, mandates, conflict-of-interest guidelines and travel policies. Directors also collaborate among themselves using secure email and calendaring, which has proven to be a valuable time saver.