Through the use of the MASA EduPortal® e-Convene™ paperless meetings, a new web-based service designed to transform paper-intensive meetings into paperless e-meetings, we were able to save thousands of precious dollars and dramatically improve the way we organize and manage meetings. 

At MASA, our experience with EduPortal e-Convene started when we wanted to turn our board meetings from the typical paper-driven, labor-intensive system to one that was paperless and easier to manage. We were able to electronically create agendas, meeting minutes, and share important board documents on the fly. And in the process of going paperless, we improved our preparation cycle time from days to hours. Within our first use of EduPortal, our service levels improved and our costs went down.

We discovered that this service was not only great for our board meetings, but it could also be used for everyday district meetings and generate the same levels of savings in time and money. The design of EduPortal e-Convene is broad enough for everyday use within a district for departments to create meeting agendas and minutes, and share documents with all team members, without the cost of printing and distributing. Rather than printing, copying, compiling, and mailing materials or sending out emails that bog down Inboxes with numerous large files, meeting agendas, with related materials bundled all in one file, can be accessed by emailing out a single web link. When the meeting is complete, all of the meeting information is archived and indexed for future search.

L'Anse Creuse School District recently tested the system. Here is what they had to say about their experience:

“EduPortal has improved our ability to manage time. By moving information from one level to the next, in digital format, we can address document revisions and updates in a matter of minutes, rather than hours or days involved in moving paper from one location to the next. “

                                                         - Libby Prill, Administrative Assistant, Business Office

“Our decision to implement paperless meetings through EduPortal® was the result of detailed research and extensive vendor review. We found that EduPortal offered the most cost-efficient and user-friendly platform for document preparation and processing, with an end product that provided the greatest ease of navigation during the meeting process.   The shared workspace facilitates the preparation of agendas and handouts in a fraction of time, and last minute changes are easily completed without delay. Two-thumbs up to our EduPortal team!”

                                                    -Robert D. Burke, Assistant Superintendent for Business

 We believe districts can save thousands with the use of the MASA EduPortal e-Convene service. It’s a hosted, web-based system, so you don’t need any software or hardware.  It runs on Windows and Macintosh computers as well as mobile devices such as the iPad. Through a partnership with TransACT, MASA is offering this service and will help support its use at conferences and through regularly scheduled webinars. 

Districts large and small (and ESA’s) can benefit from EduPortal e-Convene. MASA is offering each district a 60-day no-risk trial so you can give it a thorough test drive for your next meeting. Sign-up at www.eduportal.com/masa - you can even calculate your cost savings at this site!  Annual license fees are based on school district size.  Find out your price at www.eduportal.com/masa/price. You can also view the downloadable brochure.

For more information, contact Kristin Margelot at MASA, email kmargelot@gomasa.org or Phillip Smith, TransACT, email phillip@transact.com.