Learn the process of creating a valuable board package for any business entity, how board intelligence platforms can help, and more.
Creating an effective board pack can be a complicated task at times. You want to include as much information in your report as possible to cover each agenda item and meet compliance regulations. But too many details in a board pack can cause directors to overload with information, leaving them confused and frustrated.
Your board pack needs to strike a balance between meeting the strict regulations and providing value when you prepare for a board meeting. This way, the board directors can digest, challenge, and question the information on the pack for better governance and strategic decision-making.
This article explains the step-by-step process of creating a valuable board package for any business entity. It also details how OnBoard promotes effective board meetings and improves board decision-making.
What is a Board Pack?
Board packs, also known as meeting packs, are multiple documents and reports that guide board members on crucial matters of an upcoming board meeting. These reports are handed or sent electronically to board directors before a meeting to help them prepare.
Inside each pack, board members get all the information they need to stay updated on the company’s progress since the last meeting. Members also find essential details required to assess company risk, make accurate decisions, and conduct more focused and productive meetings.
What’s Included in a Board Pack?
Boards use the data from board packs to run meetings effectively and make informed decisions. As such, your board pack must contain up-to-date, quality information to ensure boards derive the correct value from it.
The following are the most critical items to include in a board pack. These may vary based on whether a company is a sole proprietorship, limited liability partnership, or partnership agreement and its unique circumstances:
- Agenda: A board pack must address the most crucial question: the reason for the meeting. It should detail the issues the meeting will primarily cover and leave extra time for directors to suggest additional subjects.
- Previous meeting minutes: Board packs should include the prior board meeting minutes for members to examine and check for errors.
- CEO report: The executive summary report in a board pack should address the current company position and any significant factors that have impacted the company since the previous meeting.
- Financial report: Your report should contain updates on the company’s financial situation in relation to its key performance indicators (KPIs).
- Board committee reports: A board pack should highlight the different projects handled by committees and their progress.
- Board correspondence: Your document should have an area that addresses any inquiries from shareholders on crucial company matters.
- Background information: A board pack must detail supporting information in line with the meeting’s discussions that board directors need to make crucial decisions.
Again, this is only a guide. Use your best judgment to add or remove items as fit to create a reliable and concise board pack.
How to Create a Board Pack
A well-curated board pack is essential for effective board operations and governance. Here are 3 steps to follow to create a valuable board pack for the board of directors in your next company meeting:
1. Incorporate the Board Meeting Agenda
Your board pack should address the main topics on the agenda for the board meeting. You can break these down into two categories—topics for discussion and any decisions or actions taken. Your board pack should also include information that allows board members to gain valuable insights for decision-making.
2. Organize Documents by Importance
Once you have the main agenda, arrange the documents needed to address each agenda item in order of importance. Generally, decisions on actions and resolutions should come first, as some may be critical or time-sensitive.
Finally, you should assign different presenters for each item on the agenda in their respective orders during the meeting. Doing all these things ensures a smooth transition of events and helps keep time during the meeting.
3. Create a Template
Create a well-formatted template for your board pack that directors can easily view during the meeting. The information on it should be consistent and arranged in order of importance.
Also, consider the length, ease of comprehension, and readability of the information on each template. You can add helpful examples and any other input needed to elaborate on your points.
Creating a Paperless Board Pack
Using paper to create board packs for board meetings is cumbersome and harmful to the environment. Digital boardroom technology eliminates the redundancy of paper through board portal solutions that allow boards to create and distribute board packs digitally to board members.
Board management software also allows for easy data updating so directors can work with the most recent information. In summary, boards can benefit from using the OnBoard management software in the following ways:
- Build instant agendas in a single space
- Upload documents and necessary information easily
- Organize report presentation in order of importance
- Manage and store documents in a secure depository
- Review current agendas and those of previous meetings
- Organize secure, productive, and efficient meetings with just a few clicks and on their preferred devices.
- Create a board member orientation and board member welcome template.
Getting Started With OnBoard
Creating an effective board pack is never easy. You must ensure all the essential information is present, including the agenda, previous minutes, CEO, committee, and financial reports. Your reports should also have supporting information board directors can use to make crucial decisions.
Exploring paperless solutions is the best way to create the perfect board packs for your Limited Liability Company (LLC), sole proprietorship, or partnership agreement. Check out our Board Management Software Buyer’s Guide for all the information you need to get started with digital boardroom software.
Frequently Asked Questions (FAQ)
1. What Should be in a Board Pack?
A board pack should include the meeting's main agenda, minutes of previous meetings, background correspondence, supporting information, and CEO, financial, and committee reports. However, these vary depending on a company's business structure and unique circumstances.
2. How Do You Present a Board Pack?
The best way to present a board pack to a board of directors is to incorporate the main agenda and arrange the documents and information in order of importance. Also, using templates to present a board pack can help create consistency and continuity in a board meeting.
About The Author
- Adam Wire is a Content Marketing Manager at OnBoard who joined the company in 2021. A Ball State University graduate, Adam worked in various content marketing roles at Angi, USA Football, and Adult & Child Health following a 12-year career in newspapers. His favorite part of the job is problem-solving and helping teammates achieve their goals. He lives in Indianapolis with his wife and two dogs. He’s an avid sports fan and foodie who also enjoys lawn and yard work and running.
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