Demo
FAQ
Menu
Demo
FAQ

Why (and how) we created a safe board meeting space

Silvan van Hierden
Wednesday 14 April 2021

The recent events in The Hague (a misfortunate picture and the infection of multiple Dutch ministers) prove our business case: organizing board meetings digitally is not only easier and greener, they can also be safer than attending meetings with printed documents. This is why we’ve created software for safe board meetings within your existing Microsoft 365 environment.

The recent news in Dutch politics show that it can be hard to guarantee a safe meeting space. Even in real life. Easy2Meet solves this problem: with our software, you add specific features to the meeting and decision making process, all within your existing (and safe!) Microsoft 365 environment. Let us explain why, and how, we’ve created a safe meeting space for every board of directors - and politicians.

It all began at an IT company in Zwijndrecht, the Netherlands

Easy2Meet is developed by the enthusiastic development team of I4-YOU Business Solutions. A group of IT experts created a safe, online meeting space completely according to the guidelines and roadmap of Microsoft, based on Microsoft 365, SharePoint and Teams in particular. The safe zone is called Easy2Meet.

Easy2Meet is an add-on (SharePoint & Teams) that enables the entire board meeting process (including official decision making) and uses your Office 365 environment with all its benefits. Your meetings can be digital and completely paperless. Whether this is physically on site, or completely online. We call this lean, green & easy

Easy2Meet is lean: super user-friendly

With the Easy2Meet add-on, you organize effective board meetings that start on time and run smoothly, safely, efficiently, and conveniently in your own Microsoft 365 environment.

Easy2Meet integrates with Microsoft Teams. This gives you direct access within Teams to all your meeting information such as the agenda, meeting documents, tasks, decisions, and annotations.

Easy2Meet and Teams

In only a few clicks, you invite individual people and complete teams to the board meeting, including people from outside your organization. Thanks to the integration with Outlook, you can send the invitees a personal calendar invite, without having to switch to another screen or program. 

You add documents to the meeting directly from SharePoint. All documents are automatically converted to pdf format. Is a document updated? You give all meeting participants the latest version of documents in one single click. This way, you ensure all participants have the right documents at hand during the board meeting.

Add tasks and decisions per agenda item and assign them to specific meeting participants. Provide your decisions with a decision date and keep a grip on the follow-up of your tasks by means of the status display.

In the Easy2Meet add-on, you create agendas in your company’s branding style. This can be done even faster and simpler by using predefined meeting types and agendas.

You easily make annotations on the meeting documents before, during, and after the meeting. You can then share each individual note (or all at once) with the meeting participants. You also easily view previous meetings, task lists, minutes, and decisions: you have all the information in one place and always at your fingertips.

Easy2Meet is green: great for the environment

Board meetings in a digital format and online board meetings, save a ton of paper wastage and reduce CO2 emissions. 

Switching to efficient board meetings with Easy2Meet is a great step to reduce paper wastage. In many organizations, the board meeting organizer provides all participants with a paper copy of the board meeting agenda, all minutes, and other meeting documents. Digital board meetings are not only more convenient for the participants, paperless online board meetings also end this paper wastage. This makes digital board meetings not only more convenient and easy for participants, digital board meetings are also eco-friendly.

great for the environment

And let’s not forget the reduction of CO2 emissions! When board meetings take place online, many, many board members do not have to travel any longer in order to attend the board meeting of their organization. Imagine the impact on CO2 emissions when all these hour-long drives, and domestic, international and even intercontinental flights do not have to take place anymore. 

Due to the pandemic, online video meetings became an unavoidable common solution. We’ve all experienced how technology enables us to organize online meetings that are almost as personal as face-to-face meetings. Let’s make use of these developments! 

Easy2Meet is easy: you don't need to be tech-savy

Easy2Meet is user-friendly software and makes organizing and attending online board meetings completely effortless.

Working with Easy2Meet is incredibly easy. To install the add-on in your Microsoft 365 environment, you’ll need 15-30 minutes. After this, you can use the software immediately, without any training. We do offer a Knowledge Base, just in case. 

How we made Eas2yMeet safe

You may wonder how we can guarantee safe, online meetings. Well, Easy2Meet integrates with Microsoft. Thus, we lean on their security. Microsoft has the highest privacy and security standards possible. Their system is continuously tested, proven and optimized bij thousands of people to ensure the users’ safety. On top of that, we work with encrypted data and network traffic. 

This makes Easy2Meet not just suitable for management, board and other top level meetings. Easy2Meet is designed and developed for those parties in particular. We offer a safe, online space to discuss any secret or sensitive topic. 

Want to experience safe, paperless meetings yourself? Request a free demo, or schedule a 15 minute talk with me to talk about the product and how it could benefit for your organization. 

Subscribe by Email