IBOS meeting structure & documentation - proposal Board meeting 18.04.2015 Roger Lundholm & Bob Lyddon

How can we develop our internal working process – proposal for discussion How we increase our internal planning horizon How can we create an even more efficient meeting process and structure Connecting our different meetings into one structure Optimal frequency of physical and online/phone meetings Connected documentation process Sharing of information between staff involved in the IBOS work the plan forward status updates How to effect the coordination of ongoing “projects” or assignments How to connect to the Board meetings payment vision • 16/01/2015

Meeting structure and documentation We use a pre-planned meeting schedule (see slide 4) covering the next 8-12 months, presented at a Board Meeting We plan for a new ”Information meeting” (conference call) with the purpose of giving a general update via a phone meeting based on a summary from the Board Meeting This makes the BD meetings and GSL meetings more clean for driving business and gives the dedicated workgroup more time for specific tasks (if they have a physical meeting more or less 100% of the time can be devoted to the tasks) Documentation Meeting minutes can now be short and concise with a focus on decisions made and not reflecting internal discussions - this is also for official use We also document all decisions in the decision log (slide 5) giving a full overview of all decisions made per meeting, giving us one place to view all decisions - for internal use A document more describing the dialogue during the meeting can be separate: this is the input for the general information online-meeting - for internal use When producing newsletters etc we address a broad audience (can be both for internal and external use) payment vision • 16/01/2015

We create an overview of all important meetings and the overall purpose of the meeting payment vision • 12/02/2015

We create an overview of all important meetings and the overall purpose of the meeting payment vision • 12/02/2015

We also use the excel for our “host planning” payment vision • 12/02/2015