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

2. 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

3. 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

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

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

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