Founded in 1944 by healthcare providers, AMMA Assurances is a recognised authority in the Belgian market for professional, medical, and paramedical liability insurance. As a non-profit mutual insurance association, the organisation covers the private and professional risks of more than 64,000 individual and group healthcare providers and insures 50% of hospitals in Belgium. Its structure and long-term orientation set it apart from conventional insurers.
André Omba Mbudi has been Executive Assistant at AMMA Assurances for four years. He is responsible for organising and coordinating governance meetings, including those of the board of directors, the management committee, the risk and capital committee, the compliance committee, and the investment committee.
We caught up with André to find out why they chose to implement Sherpany, what their experience has been so far, and what the impact of our solution has been on their board and committee meetings.
The challenge: Fragmented meetings, no shared standard
Before Sherpany, meeting management at AMMA Assurances lacked consistency. Each meeting type operated with its own method, its own document handling, and its own informal processes. There was no central place to store or share materials, and participants had to submit documents manually and independently, often at different times and in different formats.
Before working with Sherpany, each meeting operated somewhat independently, with its own method, lacking standardisation and uniformity, and documents weren’t centralised. This resulted in somewhat disparate management and made tracking quite difficult.
The consequences were predictable. Preparation was uneven, agenda management was inconsistent, and it was difficult to locate the correct version of a document when needed. After meetings, following up on decisions and assigned tasks was laborious.
We lacked preparation due to the lack of centralised document management. As a result, meetings were less structured and time was wasted. There was also a lack of clarity regarding decisions and difficulty in finding the correct document versions, hindering optimal follow-up.
For an organisation in the insurance sector, where data protection and regulatory compliance are fundamental, the need for greater structure in governance was clear.
The solution: A single, secure platform for every meeting
When AMMA Assurances began evaluating meeting management tools, three criteria dominated the selection process: document security, document centralisation, and standardised meeting organisation. Sherpany met all three, and it met two additional requirements that proved decisive.
We ultimately chose to work with Sherpany because they met all our selection criteria, including three main ones: security, document centralisation, and standardised meeting management. Furthermore, their support was available 24/7 and their servers were located in Europe, which was a crucial factor for us.
For a mutual insurer handling sensitive member data and operating under strict GDPR obligations, European data hosting was a non-negotiable requirement. Sherpany’s infrastructure met that standard, and its 24/7 support availability addressed a practical need for an organisation where governance meetings happen across a range of committees and cannot afford technical disruptions to go unresolved.
The rollout was structured and deliberate. Implementation began with the executive committee, then extended to the board of directors, and eventually reached all internal departments. Rather than a top-down mandate, André Omba Mbudi trained a group of internal meeting managers first, who then trained colleagues in their own departments. The result was broad adoption with genuine capability built across the organisation.
Today, Sherpany supports all meeting types at AMMA Assurances, from board and governance sessions to departmental team meetings, with roughly 80 users working within a shared, standardised process. The platform also enables cross-body transparency: board members can access management committee reports on request, improving visibility without requiring attendance at every meeting.
The results: Standardised processes, clearer decisions, significant time savings
The impact of Sherpany on AMMA Assurances’ meeting operations has been substantial and consistent across the organisation. Meetings are better prepared, more structured, and easier to follow up. Document access is immediate. Agendas are built and distributed within the platform. Digital signatures have replaced manual processes. Decision and task tracking now gives all participants a clear record of what was agreed and what needs to happen next.
Right from implementation, Sherpany allowed us to better prepare our meetings. They became smoother and more efficient thanks to document centralisation, better-structured agendas, and digital signatures. This enabled us to track decisions and tasks, streamline our internal operations, and ultimately professionalise everything.
One of the most significant outcomes is the scale at which this improvement now operates. AMMA Assurances runs at least 200 meetings per year across all departments, and every one of them now follows the same structured process.
If we apply this to all internal meetings, which amount to at least 200 meetings across all departments, we can easily imagine the time saved with this new way of working.
While André Omba Mbudi acknowledges that quantifying the exact time savings per meeting is difficult, the cumulative effect across 200 meetings is clear. Preparation time is down. Post-meeting administration is faster and more reliable. The administrative workload that previously fell to individuals managing disparate systems has been absorbed into a single, shared workflow.
The broader organisational benefit is equally significant. Departments that previously operated independently now follow a shared meeting framework. The board can access reports from committees they do not attend. Cross-functional communication has improved, and the overall level of internal professionalism in how decisions are prepared and documented has increased.
The relationship with Sherpany’s support team has reinforced confidence in the platform. André Omba Mbudi notes that the team has been consistently accessible, responsive, and helpful, both during implementation and in day-to-day use.
What’s really great about the Sherpany teams is their 24/7 availability. I’ve always been able to get answers to my questions, and even during implementation, we received a lot of help from the Sherpany staff, who are very approachable. Our interactions have always been quite cordial, and you could say that accessibility is a strong point at Sherpany.
Choosing Sherpany as a partner was an excellent initiative for us. It allowed us to standardise the overall organisation of our meetings. All departments now work in the same way
Why AMMA Assurances would choose Sherpany again
The case for Sherpany at AMMA Assurances rests on three interlocking gains: a more structured meeting operation, a secure and compliant data environment, and time savings that compound across more than 200 meetings a year. Removing Sherpany from the equation would mean rebuilding all of that from scratch.
The risk for us of no longer using Sherpany would already be a step backward in terms of improving our work organisation. We would have to rethink, and therefore lose a lot of time recentralising documents in terms of data security, which is a significant issue for us. So, it would be a rather unfortunate setback.
AMMA Assurances recommends Sherpany to any organisation looking to save time, structure its meetings, and improve its internal organisational processes. The recommendation reflects not just satisfaction with the product, but confidence in the partner relationship that comes with it.
