‍Website: www.hansewerk.com‍

Powering sound decisions

As part of the E.ON Group, HanseWerk AG is one of the leading energy service providers in northern Germany. As a holding company, it manages several subsidiaries operating across areas ranging from grid operations to regional energy supply.

The Executive Office is responsible for organising all Executive Board and Supervisory Board meetings. With a large number of participants, complex coordination paths and in some cases weekly meeting cycles, it acts as the central link between strategy, administration and oversight.

“We have the special situation that everything comes together here: the holding’s Executive Board meetings as well as the management meetings of the subsidiaries,” explains Huyen Tran Nguyen, Head of the Executive Office.

Proven structures, new requirements

HanseWerk already had established and clearly defined processes in place. As the number and diversity of committees grew, however, so did the coordination effort. The goal was therefore to further develop the existing meeting organisation through digital support without abandoning proven structures.

“We have many recurring tasks, for example when preparing documents or compiling meeting materials and this applies across all HanseWerk companies. The potential for automation is therefore huge. It was clear that digital tools could help us work more smoothly,” says Nguyen.

This is where Boardwise came into play not to replace existing processes, but to stabilise them and make them fit for the future.

The digital impulse: from conversation to decision

The first contact with Boardwise came via LinkedIn and made a strong impression from the very beginning. After the initial exchange, it quickly became clear that Boardwise addressed exactly those points where further optimisation made sense.

“When I heard that process steps could be automated, I thought: this fits us perfectly,” Nguyen recalls.

After a brief market review, the decision was made quickly:
“We looked at what else was available, but early on we said: if sister companies have already had good experiences with Boardwise, we’ll follow the same path,” Nguyen explains.

Structure meets change: implementing Boardwise

The implementation was deliberately gradual and closely aligned with the internal committees. “It was received very positively in advance because we said: this will make us faster. Colleagues no longer need to send us emails everything runs through one tool,” says Nguyen.

At the same time, standardisation also required a cultural shift:
“The system is naturally a bit stricter than before. There are now clear deadlines and boundaries. That’s a cultural challenge, but it’s necessary,” Nguyen emphasises.

Open communication and clearly defined processes ensured that Boardwise became firmly embedded in everyday committee work within a short period of time.

Less effort. More clarity.

Today, Executive Board and Supervisory Board meetings run digitally, transparently and within a consistent structure. Topics are submitted directly via Boardwise, documents are compiled automatically and agendas can be arranged using drag and drop.

“That’s the biggest relief for us. We used to do all of this manually now the system takes care of it,” Nguyen points out.

The new workflows not only save time, they also bring calm to day to day work:
“The system clearly defines what’s possible and what’s not. If something comes in five minutes before the meeting, it simply doesn’t go through anymore. That’s much more pleasant,” she explains.

Transparency as a new standard

HanseWerk particularly values the new level of traceability in the approval process:
“You can see exactly who approved what and when. That’s a reference you really come to appreciate and the board members see this very positively as well,” says Nguyen.

A key factor in choosing Boardwise was also that there were no compromises when it came to data protection:
“What ultimately mattered was that Boardwise integrates seamlessly into our existing Microsoft 365 environment,” emphasises the Head of the Executive Office.

Boardwise therefore combines digital workflows with the level of security required in a corporate environment like HanseWerk’s. As an energy service provider operating within critical infrastructure, HanseWerk works under particularly strict security requirements, which played a central role during implementation.

The next step: consistent processes across all committees

The digitisation of board work was only the beginning. HanseWerk is currently focusing on further refining processes and harmonising standards across the group.

“You only gain real momentum if you standardise and that’s exactly the process we’re going through right now,” Nguyen underlines.

In the long term, Boardwise is set to be used in additional committee areas in order to strengthen collaboration between the holding company and its subsidiaries.

Conclusion: efficient. modern. standardised.

With Boardwise, HanseWerk has taken its committee work to a new level professional, secure and future ready.

“The old way of working was not a long term option. Digital tools and automation have to move forward,” summarises the Head of the Executive Office.

Efficient, modern, standardised. These are the three words HanseWerk uses to describe the new quality of its digital committee organisation with Boardwise.

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