Website: www.sonnenhalde.ch
The organization at a glance
The Sonnhalde Gempen Foundation is a social therapy institution in Switzerland that supports people with special needs at several locations. Its aim is to promote development, community and participation in a sustainable and people-centred way.
Marta Rutkowska is a member of the executive management team and head of adult services, and is responsible for the organisational management of committee work. Together with her team, she ensures that meetings are efficiently prepared, conducted and followed up. She has been working with Boardwise since the beginning of 2024, transforming the organisation of meetings to make them more structured and efficient.
When the need for a shared structure grows
Over time, Sonnhalde Gempen developed a desire to organise meetings more clearly and streamline processes, especially as additional locations and management committees were added. Until then, management had coordinated their schedules and agendas using OneNote and various documents. This made coordination between those responsible increasingly complex. To meet this need, the search began for a digital solution that would simplify planning and communication and bring all stakeholders together on a common platform.
The search for a solution and the path to Boardwise
Sonnhalde's IT department wanted a digital solution that would enable process and structural improvements.
“We considered what was available and then came across Boardwise on Google. After the initial consultation, we thought: this would be a very good fit for our needs,“ reports Rutkowska. Two aspects were decisive for the team: a clear structure and good everyday usability, complemented by the use of AI functions.
“It was important to us that it was structured, clear and practical for everyday use. And when we heard that AI support was available for minute-taking, we thought: “That would make our work easier,”’ says Rutkowska.
Introduction and collaboration: step by step towards routine
The introduction of Boardwise coincided with a period of technical change, during which the team adapted to new processes and systems. Management made a conscious decision to drive both developments forward together in order to create uniform structures in the long term and pave the way for sustainable efficiency.
“At the beginning, there were also critical voices: now you have to do everything differently, and you don't know where to click. But we decided: we want to go down this path so that we can structure our work better,“ explains Marta Rutkowska.
The close and structured support provided by the Boardwise team from the outset proved particularly helpful.
“We were in regular contact, were able to raise our concerns, and if there were any problems, someone always got in touch. We were well looked after,“ reports Rutkowska.
Even after the introduction, regular communication with Boardwise remains an important part of the collaboration. “I think it's great that we continue to receive support – and that our requests are visibly implemented in updates,“ she adds.
Efficiency in everyday life – around 50% time savings in minute-taking
After introducing Boardwise, it became clear that meetings could be prepared and conducted more efficiently.
“Most of the information is available in advance thanks to Boardwise. I can read up on it during the preparation phase and form an opinion. In the meeting, we no longer have to go over everything from scratch, but can make more informed decisions right away,“ explains Rutkowska.
Minute-taking in particular has become noticeably easier.
“I would say I am now about 50% faster than before,“ she reports.
Instead of taking complete minutes of meetings, the team now focuses on the key points: decisions and tasks are taken directly from the draft, as the relevant content is already stored in the system thanks to Boardwise.
New routines, greater reliability and better preparation
Boardwise provided the management team with the decisive impetus for new routines and a more structured approach to work.
“It takes discipline and consistency, but you can see an improvement. The agendas are submitted in advance, so I can structure them and decide what is appropriate for today and what is not,“ Rutkowska explains. Today, even where there was uncertainty at the beginning, a professional daily routine has been established.
“At the beginning, many people didn't know where to find their things. After we looked at it together in a meeting, it now works as a matter of course,“ says Marta Rutkowska.
Management's favourite features
From Marta Rutkowska's point of view, two features have proven particularly useful in everyday work.
"The AI feature, definitely – it makes life easier and speeds up work. But I also think the structured collection of agenda items is great. I can plan topics, assign people and later send invitations with a single click, without any additional effort in Outlook," she says.
With the latest update, the AI feature has been further expanded so that draft minutes can automatically include additional information in the future.
Conclusion: Structure that makes the difference
With Boardwise, Sonnhalde Gempen has made lasting improvements to its committee work: meetings are prepared in a more structured manner, decisions are made more quickly and the effort involved in taking minutes has been significantly reduced.
"Wherever Boardwise is used consistently, it works. It has become so natural that we use it every day," Rutkowska sums up.
For Sonnhalde Gempen, Boardwise is much more than a tool – it forms the foundation for professional and digital committee organisation in the non-profit sector.
Efficiency gains at a glance
Sonnhalde Gempen has significantly optimised its meeting organisation with Boardwise:
- Around 50% less effort required for preparation and minute-taking
- Standardised processes: agenda, agenda items and minutes combined in one tool
- AI support for quick draft minutes and automatic summaries
- Greater reliability and transparency thanks to clearly defined deadlines and responsibilities
- A modern, user-friendly platform in the familiar Microsoft environment
Ready to Elevate Your Board Operations?
Whether for executive boards, supervisory boards, or international entities—Boardwise helps you organize your meetings efficiently, transparently, and future-ready.
👉 Book a demo today and see how Boardwise can simplify your work.
