CFE

CFE
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CFE Group optimises its strategic meetings with a secure and intuitive Board Room

The CFE Group is a major player in the Belgian industrial sector. Its business breaks down into four segments. In these four segments, CFE plans to build the future and, in doing so, to transform (and improve) the daily lives of hundreds of thousands of people.

Over the past 20 years, the Group has expanded rapidly via mergers and acquisitions which have strengthened its business portfolio. For Reginald Cartuyvels, IT Business Partner at CFE, this diligent growth brings with it a major challenge: digitalisation must keep up and adapt to both business line needs and strategic imperatives.“My role is to identify the IT solutions that can meet our specific business needs, with the aim of digitalising and simplifying our business processes.” It is within this context that we sought a virtual Board Room solution capable of replacing our existing range of tools which had become unsuitable to our Group’s requirements: making organising strategic meetings as easy as possibly, but also making them secure.

“With Oodrive Meet, administrators are able to prepare top management meetings – audit, risk or remuneration committee or board meetings under optimum security and confidentiality conditions, even with mobility features”, underlined Reginald Cartuyvels.

Let’s discover the needs Oodrive Meet had to address for the CFE Group, and how implementation went.

“Currently used within the framework of contract activities and property development, the Oodrive solution has clearly become essential for us.”
Reginald Cartuyvels ,
IT Business Partner, CFE Groupe
CFE

Simplified and secure strategic meeting planning

The stakes involved in strategic meetings are highly confidential and require high levels of security, and companies must meet these requirements by choosing the appropriate tools. For many years, the CFE Group had been using a secure document management solution – DOCOVA – for its governance bodies, as well as IBM Notes for emails and sharing files and Polycom for video conferences. After migrating data to Outlook and Office 365, however, the question of implementing a new tool arose. According to Reginald Cartuyvels, “the switch to Office 365 inspired us to look for a new solution better able to meet our needs in terms of user-friendliness, mobile access, security and cost.”

Internally, everyone agreed that it was time for a new tool. While some eyes turned to standard Microsoft applications, and others looked to tools already used by other Group entities, the IT team suggested looking at an entirely new solution. It turned out that Oodrive Meet is one of the market solutions which offers exactly the features the Group was looking for : easy initiation, accessibly from all types of devices, offering confidential exchanges and document security.

Oodrive Meet has been designed to simplify the organisation and planning of strategic meetings by offering administrators a secure virtual space, as well as a whole range of features designed to optimise preparation, granting and management of rights, sending invitations, compiling documents (which participants can consult, modify or comment on depending on rights granted), voting systems, integration with Microsoft Teams for video conferencing, etc.

Rapid implementation and immediate initiation

Once the right solution was identified, we then faced another challenge: implementation had to take place as quickly as possible. Committee and board meetings take place every three months or so, and the IT team therefore had a slot of just a few weeks to introduce the new tool to be prepared for the next upcoming meeting.

Thanks to the speed of reaction of the Customer Success Mangers at Oodrive, we were able to rise to the challenge efficiently and with ease. Reginald Cartuyvels comments: “It took about two months between the time we gave Oodrive the green light and the moment we started working with Oodrive Meet. During that timeframe, we migrated all of our archived documents, trained all key users and ensured that adoption by end users went smoothly.” The tool did require some adjustments to start with, but adoption was unanimous: no long drawn-out training sessions were required and the rare questions that collaborators had were addressed by the key users.

Today, Oodrive Meet is used by around one hundred staff, both in house and remotely, and managed by thirty or so administrators. Sophisticated yet simple management of access rights enables the creation of access profiles based on usage, and accounts can be adjusted or deleted with ease in the event of changes.

Although it is difficult to measure the impact of a solution of this type, certain signs cannot be ignored. As Reginald Cartuyvels points out: “Users encounter very few issues in their daily use of Oodrive Meet. For me, that is the real proof of the success of the tool. We are so satisfied, we are considering integrating other types of meetings!”

“Oodrive Meet is a game changer. The solution is user friendly, both for administrators as well as for end users. Management of rights, together with full mobility, means usage is transformed and the outcome is undeniably positive.”
Reginald Cartuyvels ,
IT Business Partner, CFE Groupe
CFE

Rapid implementation and immediate initiation

Once the right solution was identified, we then faced another challenge: implementation had to take place as quickly as possible. Committee and board meetings take place every three months or so, and the IT team therefore had a slot of just a few weeks to introduce the new tool to be prepared for the next upcoming meeting.

Thanks to the speed of reaction of the Customer Success Mangers at Oodrive, we were able to rise to the challenge efficiently and with ease. Reginald Cartuyvels comments: “It took about two months between the time we gave Oodrive the green light and the moment we started working with Oodrive Meet. During that timeframe, we migrated all of our archived documents, trained all key users and ensured that adoption by end users went smoothly.” The tool did require some adjustments to start with, but adoption was unanimous: no long drawn-out training sessions were required and the rare questions that collaborators had were addressed by the key users.

Today, Oodrive Meet is used by around one hundred staff, both in house and remotely, and managed by thirty or so administrators. Sophisticated yet simple management of access rights enables the creation of access profiles based on usage, and accounts can be adjusted or deleted with ease in the event of changes.

Although it is difficult to measure the impact of a solution of this type, certain signs cannot be ignored. As Reginald Cartuyvels points out: “Users encounter very few issues in their daily use of Oodrive Meet. For me, that is the real proof of the success of the tool. We are so satisfied, we are considering integrating other types of meetings!”

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