Management Assistant at the SGP
In 2017 we spoke with Johan van Berkum, director of the SGP Party Bureau. He told us about working with Indeqa. His enthusiasm about the benefits for his management assistant Lianne stood out. Three years on, we are curious how things are going now and so we called Lianne: how does she experience the changes in her work? And is she still happy with Indeqa?
As a management assistant I am responsible for, among other things, the preparation of two types of board meetings: the Daily Board Meetings with five participants and the Main Board Meetings with fourteen participants. It concerns about twelve meetings a year.
Previously I had to copy all single-sided documents, double-sided. Because this had to be done one by one, I had to stick to it all the time. For each person it involved packages of 50 to 100 A4s. I used to send these by post to all meeting participants. I was certainly working on this for at least a half day per meeting.
In the old situation I had to be physically at the office to copy everything. So I couldn't actually get sick at those moments. In due course, it was no longer desirable to send sensitive information by post. That's one of the reasons why we decided in 2014 to switch to paperless meetings with Indeqa This solved those problems.
The biggest difference for me is that I no longer have to copy for hours to prepare meetings. I now fill that time with more interesting work. Quite an improvement!
Lianne Weerheim - Management Assistant at the SGP
First we had a period of transition. In that period I shared everything on paper, as well as in the app. This was to give all board members a chance to get used to it. Since we are all over Indeqa, my preparatory work has changed a lot. Once the agenda items are known, I check them textually and put them in the Indeqa app. When I add the attachments, Indeqa immediately converts them into PDF documents. This is desirable for safety and easy for me, because then I don't have to do this manually.
After I have pressed the 'Publish' button, the directors are immediately notified that the documents are ready. This eliminates the shipping time. It is now possible to make changes to the documents or the agenda afterwards. The board members will also receive a notification to that effect. In the old, 'paper situation', it was simply not possible to make any changes after the documents had been sent. In that case, we were only able to provide a new version at the start of the meeting. I then had to deliver it printed out in advance. Now that's much easier.
The biggest difference for me is that I no longer have to copy for hours to prepare meetings. I now fill that time with more interesting work. Quite an improvement!
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