FirstAgenda Prepare has created an overview at Energi Viborg

When the utility company Energi Viborg prepares for their board meetings, it is with the meeting tool FirstAgenda Prepare at hand. In this way, the chairmanship has the opportunity to get an overview of the board matters before they are released to the board members, who can then begin their preparation. 

With 7 different boards in Energi Viborg, it is a big task for the chairmanship to maintain an overview of their board matters prior to the board meetings. That's why CEO Mette Urup and the rest of Energi Viborg decided back in 2019 to implement FirstAgenda Prepare as their primary platform for meeting preparation. 

"In 2019, we chose to implement FirstAgenda Prepare as our primary meeting tool, and we're very happy about that. We use it a lot in connection with our board work, and it already starts with our chairman meetings. Here, we in the chairmanship get an overview of the preliminary board matters and can both discuss the matters and use the various preparation tools so that we are best prepared for the actual board meetings"

- Mette Urup, Managing Director Director Energi Viborg

In addition to the chairmanship itself having a full overview of the board cases leading up to the board meetings, it is also a great help for the board members in their meeting preparation, according to Mette Urup 

"As soon as we have the board cases in place, they are released to the board members in FirstAgenda Prepare , after which they can start their preparation. Here they use the note function, markups and shared comments, and as CEO, I have the impression that the board is extremely happy with the meeting tool."

Easy to use - get started quickly

With 7 different boards in Energi Viborg, it is not unusual for new board members to join. This is where Mette Urup points out the advantage of having a complete overview in a digital meeting solution - something that stands in stark contrast to previous solutions. 

"When new board members join, it is a huge advantage that we can let them into FirstAgenda Prepare where they can get an overview of the previous cases. This was somewhat more difficult in the past. Now they have a clear overview of all the previous cases and meeting material and can quickly get up to speed." 

When Energi Viborg implemented FirstAgenda Prepare back in 2019, it was as a direct replacement for a very heavy system in a pathfinder model where cases had to be manually collected in PDF files and then placed in different folders for the individual board members.

Therefore, the management was eager to see how it would be received by the board members. However, Mette Urup recalls an easy and smooth implementation of the IT solution, where, in addition to the user-friendliness of the solution, she also points out that a large number of the board members already knew the meeting tool in advance

"When we started about five years ago, a large proportion of the board members already knew the solution beforehand. At the same time, it's a very user-friendly and intuitive solution, and the functions are easy to understand, so even those board members who didn't know the solution beforehand were quickly up to speed." 

FirstAgenda Publication Creates the open line 

Energi Viborg has a clear desire to be open and transparent when it comes to their board meetings. As part of this open approach, Energi Viborg has chosen to make the minutes from their board meetings freely available on their website, so that interested citizens can follow the decisions. 

To facilitate the process of publishing these minutes, Energi Viborg chose back in 2023 to implement FirstAgenda Publication . FirstAgenda Publication is an add-on module to FirstAgenda Prepare , and with its seamless integration to FirstAgenda Prepare , allows Energi Viborg to publish their meeting minutes on the website with a few clicks

"At Energi Viborg, we have completely open lines when it comes to our board meetings. It's a huge advantage that we can easily post a board case that has been dealt with on our website with the associated decision - and this is exactly what we can do with FirstAgenda Publication ."

- Mette Urup, Managing Director Director Energi Viborg

Safety is an important perspective

Despite the open and transparent approach at Energi Viborg, there are sometimes confidential matters that need to be kept confidential. That's why Mette Urup says it's important to have meeting tools that you can trust and that allow you to close specific items. 

"When we occasionally handle confidential cases, it's important that only those who need to see the cases can see them. We can do this with FirstAgenda Prepare , where we can manage it easily and thus ensure that only the board members of the individual companies can see the cases and not others, and this contributes to a good sense of security when we use the solution."