Vantage Bank

About Vantage Bank

Vantage Bank is a $4.5 billion financial institution chartered in Texas, with 23 locations across the state. The bank operates with a highly distributed workforce of 500 remote, hybrid and in-person employees, making virtual meetings an essential part of its daily operations. As Chief Information Officer Jay Leal puts it, "We live and die by online meetings."

Meeting Challenges

As a company reliant on online meetings, one of Vantage Bank's key challenges was maintaining consistency across its committees and teams. Each group had its own approach to meeting agendas and minutes, making it difficult to ensure structured, efficient and well-documented discussions. The bank realized the need for a system that could improve meeting governance across the organization.

The Solution: Microsoft-Integrated Meeting Management

After evaluating various options, Vantage Bank selected Decisions for its seamless integration with Microsoft 365, allowing teams to manage meetings within familiar tools like Teams, Outlook and OneNote. The ability to create agendas, collect materials and distribute meeting books without leaving the Microsoft ecosystem was a key differentiator.

"We weren’t reinventing the wheel by having to build agendas somewhere else," says Leal. "Everything was right inside Microsoft tools that we use every single day."

Implementation & Early Adoption

Vantage Bank's management committees quickly recognized the value of Decisions. The tool helped them create consistent agendas, add more structure to their meetings and centralize meeting documentation.

"We started with a small number of licenses," Leal explains. "As more people saw the benefits, they'd say, 'Hey, I have a weekly meeting that I'm doing. Can I get that tool, as well?'"

The Impact: Efficiency, Consistency and Governance

Once Vantage Bank enabled Decisions AI tools, adoption skyrocketed. Decisions AI meeting minutes dramatically reduced the time required to create minutes. For committee meetings in particular, a process that once took 4-5 hours became a simple task that could be completed right after the meeting.

"Somebody sits there, reads through it, and then can send the minutes out immediately," Leal notes. "The first committee to turn those on and make use of the AI minutes made everybody jealous."

As chairperson of Vantage Bank's Technology Committee, Leal has personally benefited most from Decisions' agenda-building tools. He previously spent "hours and hours" chasing down reports and presentations and then assembling agenda packets. But now, everything is simply submitted to a Decisions shared agenda.

"With the click of a button," says Leal, "it merges all of those into a consistently-themed PowerPoint presentation — very professional meeting agenda, very professional packet."

"Something that was work for one person to assemble, collect, track down and make look cohesive — it's now on autopilot and takes very little effort to coordinate," shares Leal. "Decisions has helped us keep a consistent agenda. It's helped us reduce cost. It's less stressful for everybody."

Beyond consistency and efficiency, Decisions has strengthened Vantage Bank’s corporate governance practices. Regulators and auditors have noted the bank’s structured approach to governance as a standout example of best practices.

"Auditors have been so impressed with how we do our corporate governance and our reporting," Leal adds. "I can draw a direct line between where we are today because of Decisions versus where we were without it."

Looking Ahead

Today, Leal estimates about 30% of Vantage Bank's 500-person staff uses Decisions every week. "It really has manifested into saving us time and effort. And from a governance standpoint, it's made us a better organization," Leal concludes. "It’s not even a question. This is going to be part of our organization for a very long time."