Your Needs
Let's see a typical way to get a meeting done | Don’t change just improve | Organize | Business Relationship | Security
Let's see a typical way to get a meeting done
How you do now
If I want to organize a meeting or conf call with external parties:
The PA/secretary asks by phone or email several times and manually for their availability because calendars are not shared.
Documents are shared either by email or in the invitation if the size is small or in using a separate document sharing platform for documents of bigger size.
Invitations are sent with Outlook.
A conference call platform is used to run the meeting.
After the meeting, only some of attendees have the final version of the documents and they circulate them in one email because the SharePoint is only available for internal people.
How clients do with our app
Only one platform for all potential needs before and after the meeting / conf call occurs.
Before the meeting because it collects availability and manage reminders and invitations.
After the meeting because the “room” remains accessible indefinitely, is linked to a client list and final versions of documents can be uploaded and shared afterward.
In brief the platform acts as a database - all info about a meeting can be found with the meeting name, the date or the client name.
An Outlook add-in can be installed which facilitates meeting/call organization in one click not only for the organizer but for attendees as well.
Don’t change just improve
How you do now
I use already some platforms for meetings, i.e. a video conference provider or a sharing document solution. Nevertheless it does not solve all issues related to organization.
How clients do with our app
Of course it is possible to unsubscribe from your previous platforms in order to use the full Deal Stream solutions, especially for cost reason given our competitive pricing. In this case, the our Team would be happy to provide related consulting services in terms of data migration and on-boarding if necessary.
On the other side, keeping the current plaforms and organisation is not a problem, just improve them! With our modular approach, only some options can be subscribed for a reduced price to answer the processes not covered yet. These modules are quickly deployed and integrated to the current platforms and systems.
Organize
How you do now
For paper versions which requires signatures from people in different cities, documents are signed-off and sent by post until the latest signature, then scanned, stored on the server accessible to internal people only and circulated in 1-time by email.
For paperless digital signatures, a separate platform for digital signature is used.
How clients do with our app
Drafted documents are uploaded on the room, each party download them, get them signed-off on their side and re-upload them. Then the final version with all signatures can be consolidated and shared on the platform in the same 'room' to all attendees indefinitely.
Drafted documents are uploaded on the room and can be signed-off by the authorized people. The signed version remain available in the room for all attendees indefinitely.
Agendas, board packs and minutes of board meetings are populated either manually in a Word document or in using a separate application.
The agenda, the board pack and the minute of board meeting can be pre-generated by the app based on all information already uploaded on the room, e.g. the attendees, the location, the subject, the time and all uploaded documents.
Certify and document that the meeting effectively occurred at a given time, with given attendees and given discussed topics.
The option for automated location certifies that the invitees effectively participated at the meeting at a given place, especially to fill in legal and substance requirements.
Business Relationship
How you do now
Senior management, clients and external parties are notified in using many different "classical" tools and attachments which could "pollute" their inboxes.
How clients do with our app
The app is very professional in order to manage a proper business relationship with customized dashboards, portals, notifications and invitations.
When I create a meeting, the only documentation I got from my platform is the name and the location fields and the message in the invitation.
Each room can be linked to a pre-uploaded list of project/entity/client/fund…
Meetings and shared documents can be searched by entity/project/client, by name or date.
In the list of clients/entities which is initially uploaded into the platform, a parent/entity
or group/individual relationship can be set-up in order to ease the search and the link of rooms.
Notifications, agendas and invitations are even more customized in referring to the
linked entity/client.
In order to collect the availability of attendees, either the job is done manually with Outlook, phone and email or the invitation is sent in considering the importance of attendance is the same of all attendees.
The app assesses different degrees of importance for the attendees based on criteria from the client's choice (i.e. legal, corporate, directorship mandates as per the articles of association, grade, other…) and take this into account to generate for the best time slot.
The "more advanced" solution I use to organize meeting and share documents are not really flexible because they are applicable only for internal people that have a proper user account.
The app can be used with external parties without a proper user account, even on a frequent basis.
Restrictions are put on accesses to shared documents for security and confidentiality.
No limit of users or invitees, either internal or external.
No limit of size for document uploads.
Security
How you do now
I use a "classical" hosting solution, which is mutualized.
How clients do with our app
Data uploaded on the platform are encrypted and secured - e.g. user names, email addresses, entity/client lists but also the shared documents.
Every client has its own host tenant on the server - these specific settings are GDPR and CSSF PFS-compliant.
I already have my own server or an agreement with an external hosting service provider and I want to keep it for all my data.
No problem, the solution can be deployed on any server with the "on-premises" version very quickly with the Docker technology we use.
Importants documents are shared on a platform only protected by a login and a password.
Signature and/or login access can be secured with LuxTrust.
Everybody can create meetings in invitating important parties.
Have different roles to users depending on their seniority and responsibilities, i.e. create rooms or delegate their organization.