Case Study: Digitizing Executive Management Meetings at RWE Renewables Europe & Australia GmbH with Boardwise
ABOUT RWE RENEWABLES EUROPE & AUSTRALIA GMBH
RWE Renewables Europe & Australia GmbH is a leading player in the field of renewable energy, responsible for the development and implementation of sustainable energy projects across Europe and Australia. As part of RWE AG—one of Europe’s largest energy providers and a DAX-listed company—transparent, efficient, and traceable decision-making processes are essential. Compliance with regulatory requirements and high governance standards forms a fundamental prerequisite for the organizational structure.
THE CHALLENGE
Since when have you been using Boardwise, and for which meetings do you use it?
Lydia Beck: “We went live in May 2024. The system was technically ready before that, but we deliberately took some extra time internally to ensure everything would run smoothly. We currently use Boardwise exclusively for our executive management meetings. As a subsidiary of a DAX-listed company, our processes need to be particularly structured and well-documented—and Boardwise has helped us tremendously in that regard.”
Why did you choose Boardwise?
Annett Oberschilp: “We tried Boardwise based on a recommendation. RWE Generation was already using the system, which gave us a good level of confidence. After we had a demo, we were quickly convinced. The interface is very user-friendly and intuitive. In some areas, it has even improved our internal processes. Certain things that were previously more complex are now much more structured and simplified thanks to Boardwise.”
THE SOLUTION
What changes have you observed since using Boardwise?
Lydia Beck: “The biggest change is definitely the automation of many processes. Previously, we had to manually record agenda items and check back multiple times if any information was missing. Now there's a standardized form that clearly specifies the required details. This saves us a lot of time and reduces manual effort. Boardwise has become a daily work tool for me. I almost always start my day by checking for new requests or approvals. It helps me stay on top of things and organize my tasks more efficiently.”
Annett Oberschilp: “The process for creating meeting minutes has also improved significantly. Our board officer can now record minutes directly in Boardwise and finalize and send them to all relevant participants with a single click. Previously, we had to copy screenshots, maintain email distribution lists manually, and make sure no one was left out. Now everything is centralized and much more efficient.”
Were there any challenges during implementation?
Lydia Beck: “The rollout was quite involved, as we first had to define exactly how our agendas and meeting minutes should be structured. Not everything worked perfectly right away, and some adjustments had to be made multiple times. But in the end, the effort was worth it because we now have a system that fits our processes. For a subsidiary of a DAX-listed company like us, it's important that our workflows align with the requirements of the corporate headquarters.”
THE RESULTS
How has your daily work changed since using Boardwise?
Lydia Beck: “Boardwise has become an integral part of our daily routine. I check it first thing in the morning—it’s my central tool for organizing board meetings. As part of a DAX group, we’re subject to particularly strict documentation and compliance requirements—Boardwise helps us reliably meet them.”
Annett Oberschilp: “One major benefit is the improved transparency. It used to be difficult to track whether a meeting had been rescheduled or which topics had already been confirmed. Now everyone involved can view the current status at any time. That kind of transparency is essential.”
How does Boardwise help you specifically in your deputy role, Annett?
Annett Oberschilp: “As Lydia’s deputy when she’s on vacation or away, Boardwise is a huge advantage. I don’t have to familiarize myself with complex processes each time—I can access all the relevant information right away. The automation helps me get oriented quickly and ensures the meeting organization continues to run smoothly. Communication with board members and other stakeholders also takes place directly within the system, saving me a lot of time.”
Which feature do you appreciate most?
Lydia Beck: “For me, the meeting minutes are the best feature. We give participants a deadline for comments, and once all adjustments are made, the final minutes are sent out with one click. That saves us an incredible amount of time and greatly reduces the error rate.”
Annett Oberschilp: “The automation of invitations is also a real improvement. Updating participant lists used to be a time-consuming task, especially with last-minute changes. Now we simply add a name, and the system handles the rest—including all relevant documents and meeting minutes.”
CONCLUSION
Lydia Beck: “Boardwise not only makes our work more efficient, but also more relaxed. The intuitive interface and the automation of many processes have significantly lightened our workload. I’m especially impressed by the meeting minutes feature—one click and everything’s done.”
With Boardwise, RWE Renewables Europe & Australia GmbH has found a solution that not only optimizes processes but also meets the high standards of compliance and governance. As a subsidiary of a DAX-listed company, they particularly benefit from the structured documentation, enhanced transparency, and secure traceability of all decision-making processes. The close collaboration with Boardwise experts ensures that the solution is continuously evolving to meet changing requirements.
