Interview with Jens Hayer, Head of the Executive Board Office at SozialBank
ABOUT SOZIALBANK
SozialBank is Germany’s only financial institution exclusively focused on institutional clients in the social and healthcare sectors. Despite this strict specialization in social infrastructure institutions, it is one of the largest banks within the National Association of German Cooperative Banks (BVR), with total assets exceeding €10 billion. Due to its unique customer structure and demanding regulatory requirements, SozialBank depends on efficient and secure processes—especially when it comes to organizing board meetings.
THE CHALLENGE
How did you first hear about Boardwise?
“We became aware of Boardwise through an employee who discovered the tool during a seminar. The potential to modernize our processes was immediately apparent—particularly given the many manual workflows that were inefficient and prone to errors.”
What were the main problems you wanted to solve?
“Before introducing Boardwise, the work was extremely time-consuming and error-prone. We had to use numerous programs—Outlook, Word, various file management systems—which resulted in multiple interfaces, copy-paste routines, and delays. Moreover, tracking and transparency of decisions and tasks were inadequate.”
THE SOLUTION
Why did you choose Boardwise?
“Integration into existing systems like MS Teams was a key factor for us. We were also impressed by the tool’s flexibility: our specific processes could be largely mapped, and Boardwise is continuously being developed. The intuitive interface—the ‘Apple logic’ of the tool—also stood out. You immediately know where to click and it’s hard to make mistakes.”
How has your work changed since implementing Boardwise?
“Our processes have become significantly more efficient. For example, decisions can now be forwarded immediately from the meeting to the responsible individuals. Transparency has also greatly improved: all documents, decisions, and to-dos are stored in one central location and accessible at any time. Deadlines and approvals are clearly visible and traceable, which has improved collaboration across the entire team.”
THE RESULTS
What benefits does Boardwise bring to SozialBank overall?
“Boardwise has fundamentally changed how we work. We’ve achieved time savings of about 30 to 40%, even though we’re still in the onboarding phase. We particularly value the tool’s security and reliability: all processes are transparent and well documented. This is especially crucial in a highly regulated industry like banking.”
How important is security to SozialBank, and how does Boardwise support that?
“Security is a key issue for us as a bank. With Boardwise, we can be confident that sensitive data is managed through controlled processes. For instance, documents are no longer sent by email but provided via secure links accessible only to authorized individuals. All activities are logged, helping us meet the strict requirements of compliance and risk management. This reduces risks while increasing efficiency.”
Are there any specific features you would highlight?
“One highlight is the automatic distribution of meeting minutes. Decisions and tasks can be forwarded directly from meetings to the responsible individuals. The customization options—especially in approval workflows—are also extremely useful for us. These features not only simplify our work but also ensure greater reliability and speed.”
Has collaboration within the bank improved?
“Definitely. The transparency and reliability of the processes have strengthened collaboration. Deadlines are met, and everyone is always on the same page. This builds trust and relieves the teams, as there are fewer follow-up questions and communication is more structured.”
Lastly: Would you recommend Boardwise?
“Absolutely. Boardwise is a game changer for our board management. It gives us the flexibility and efficiency we need to tackle our demanding tasks. Especially in a regulated industry like ours, it’s an invaluable tool that puts security, transparency, and speed front and center.”
