Board Packets: Printed versus Digital
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The question has been posed to me about how to share the quarterly Board Packets with the Board Members.
Currently it is printed. The cost yearly in time and printing costs is about $7000, and only covers the Board members and meetings. there is other compliance meetings that are held which are similar in nature.
The idea was floated (by the PR person) to get the Board members Kindle's, where they could attached to Wireless and download them. But, in just typing that, where are they downloading them from?
Since we now have SharePoint and OneDrive, we have this as an option. Board Packets are generally about 100 pages. Some of the Board Members do not have internet access, unless they get to one of our offices.
Has to be a good way to share the information, and reduce our costs, but not tax (confuse) the members of the Board (we are part of the Rural rural appalachia region....).
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You have board members who don't have Internet access? Ugh. If they pack that, you can either just keep sending paper, buy them Internet or load a Kindle, send it to them and make them send back when they are done.
Honestly, if they lack Internet access they probably lack computers and lack the acumen to use a Kindle. Just keep sending them paper.
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@g.jacobse said:
Since we now have SharePoint and OneDrive, we have this as an option. Board Packets are generally about 100 pages. Some of the Board Members do not have internet access, unless they get to one of our offices.
While I find this laughable - how can you be so disconnected yet still an effective board member? - that said, how do they get their paper copies today? Assuming you never mail them, and they only get them when they come into the office, sounds like problem solved, they'll get the new file when they visit your office.
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Many are mailed USPS -
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@g.jacobse said:
Many are mailed USPS -
Well, then as Scott mentioned in a nicer way - you might be screwed and have to continue using paper.
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@Dashrender said:
While I find this laughable - how can you be so disconnected yet still an effective board member?
I think that it is safe to assume that they are not effective and are not helping the company.
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Although just to keep the conversation going - instead of a kindle which you can't publish data to, but can side load data to (can you email it? but do you really want to email the 100 page file?) What about using a Chromebook, or some other tablet device with Google Docs, or Onedrive then you could share the document with everyone, and they could access it on their devices...
I love the kindle idea, but you'll need to format the pages specifically to Kindle to get the best experience - using Google Docs/OneDrive, etc with a 10 inch tablet should allow you to leave the document in its current form and be read well.
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Even using some cheap android tablets would work for doing this and much less of an issue than using a Kindle.
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@Dashrender said:
Although just to keep the conversation going - instead of a kindle which you can't publish data to, but can side load data to (can you email it? but do you really want to email the 100 page file?)
Yes, you can mail. But not if the person doesn't have Internet access.
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My guess is that bottom line is that these people are bumpkins - probably very old and very rural and very out of touch with the universe. They probably will freak out if they get a tablet because they don't use computers. This will be a huge shock and learning curve. Stick with paper.
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@scottalanmiller said:
@Dashrender said:
Although just to keep the conversation going - instead of a kindle which you can't publish data to, but can side load data to (can you email it? but do you really want to email the 100 page file?)
Yes, you can mail. But not if the person doesn't have Internet access.
If they get a 3g version of the kindle - wouldn't that pick it up?
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@Dashrender said:
If they get a 3g version of the kindle - wouldn't that pick it up?
You are assuming that they will have 3G Internet access where they are. Perhaps, but in rural Kentucky where people don't even have Internet at home, what are the chances that they will have good 3G coverage.
For cheaper you could run a WAN link to their house and build them a home office!
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@Dashrender said:
@scottalanmiller said:
@Dashrender said:
Although just to keep the conversation going - instead of a kindle which you can't publish data to, but can side load data to (can you email it? but do you really want to email the 100 page file?)
Yes, you can mail. But not if the person doesn't have Internet access.
If they get a 3g version of the kindle - wouldn't that pick it up?
It would, but then you get into the expense of a cellular device. And though most of the areas i drive through does have service, there are areas of our region which does now.
And then you get into Data rates and misuse. -
Can the "board" misuse things?
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Since I have a Kindle Fire at home, I'll see if I can't 'attach' it to One Drive or SharePoint.
A Lenovo A7-40 has the appearance of an option since it's about $100... But it of course is a must get approved process. And though I'm not really a part of the discussion, I was asked since I am 'all knowing of things dealing with IT' (rolls eyes)
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The kindle doesn't pay for 3g access - it's included in the price of the 3g device. It's only usable to download Kindle purchases/sends.
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@Dashrender said:
The kindle doesn't pay for 3g access - it's included in the price of the 3g device. It's only usable to download Kindle purchases/sends.
Kindle and Kindle Fire are two completely different things. The Kindle can't be used here, the 3G is locked to the Kindle Whispernet. The Fire isn't a Kindle but is just an Android tablet so can do anything.
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It sounds like this could all become quite a hassle and as a result quite expensive. My gut tells me this is one of those few situations where paper > tech.
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@Carnival-Boy said:
It sounds like this could all become quite a hassle and as a result quite expensive. My gut tells me this is one of those few situations where paper > tech.
That's my feeling too. We aren't talking about handing Kindles or even iPads to board members at a meeting in the office. This is an extreme level of complication and "what do we do" to get technology into the hands of people whom it sounds like are probably not used to it. At best you are going to save a few dollars. At worst you are going to do this, make them angry and have to do it again on paper anyway. Then it will cost double and they won't be happy.
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Why not offer a digital copy via iPad for the competent board members and keep it as is for the others? That will save some and be simple. Only those with home internet who know how to use an iPad or an Android tablet get one. Make it purely optional. Might cut the paper by 25%. Over time as the board gets replaced the percentages will slowly shift.
