Mining Group Streamlines Governance with Athena Board

Industry: Mining & Resources
Previous Solution: No Board Portal (Teams, SharePoint, Email, Word Docs)
Use Case: Digitising Board Meetings and Governance for Remote Site and HQ Collaboration
The Challenge
A mid-tier mining and resources company had no formal board portal in place. The governance team managed board meetings using a patchwork of tools – Microsoft Teams, SharePoint, email, and Word documents.
This created a heavy admin burden:
- Board packs were manually compiled, numbered, converted to PDF, and distributed by email
- Minutes feedback and approvals were inefficient and often delayed
- Critical governance documents were stored across different locations
As the company scaled and regulatory demands grew, it became clear a purpose-built solution was needed.
The Solution
The company adopted Athena Board to unify and modernise its board operations. Key improvements included:
- Reduced Email Overload:
All board communications and materials were centralised, eliminating messy email chains and file confusion. - Streamlined Minute-Taking:
Athena Board’s built-in Minutes Builder created a structured, trackable approval loop- making collaboration between the Chair, CEO, and Company Secretary seamless. - Automation of Menial Tasks:
Page numbering, PDF conversion, and version control were automated, saving hours per meeting cycle. - Governance and Security Gains:
A single secure platform for Board Packs, Resolutions, Minutes, and Votes provided not just operational clarity, but governance maturity that impressed auditors and directors alike.
The Result
- Time to finalise board packs reduced by 60%
- Minutes approval cycle shortened from weeks to days
- Improved governance record-keeping, with everything accessible in one secure location
- Directors more engaged, with mobile app usage increasing by 80%
In Summary
By moving away from manual processes and adopting Athena Board, this mining and resources company:
- Eliminated fragmented tools like email, SharePoint, and Word docs in favour of a single, secure platform
- Streamlined board meeting preparation, reducing time and effort across the entire meeting cycle
- Accelerated minute approvals, creating a faster, more collaborative loop for feedback and sign-off
- Improved governance and security, with all board materials, votes, resolutions, and minutes housed in one platform
“…Moving from email chaos to a single source of truth with Athena Board was a game-changer. It’s easier, safer, and far more professional…”