Effective board meetings are about more than just what happens at the table; they also rely on organized board packages that communicate all the company’s key issues in a digestible format. Bringing your board up-to-speed on critical information, with sufficient time to review before the meeting, is one of the most important ways you can foster informed decision making before a board meeting starts.
Below, we’ll explore how board packs improve decision-making, what makes an effective board pack, and tips for preparing your board for successful meetings. Read on or skip ahead to key sections:
- What is a board pack?
- What should be included in a board pack?
- What makes an effective board pack?
- 6 tips for preparing better board packs
- How board management software makes board packs more effective
What is a board pack?
A board pack is a compilation of documents and reports that a board uses to guide their upcoming board meeting. It includes the key information the board needs to stay updated as financial reports, progress of plans, key performance indicators, and any pertinent updates since the last meeting.
In the past, board packs were a binder or folder of physical documents mailed out to directors before an upcoming meeting. Today, more boards are choosing board portal software to help make board packs more convenient to create and distribute.
What should be included in a board pack?
Board packs act as a holistic toolkit that gives your board all the necessary information to make informed decisions, assess risk management, and foster solution-focused discussions. They should include both operational reports and any essential information pertinent to strategic decisions.
What your next board pack includes may vary depending on the type of meeting, but some typical items are:
- Board meeting agenda
- CEO report outlining any concerns
- Previous meeting minutes
- Key performance indicators from all relevant departments
- Financial statements
- Support documents for approvals
- Department updates
- Project progress reports
- Board committee reports
- Action items
Making sure your board pack contains up to date information is the first step – but a complete board pack doesn’t always equal an effective one.
The agenda is the front of every board pack
Notice that the board meeting agenda tops the list above. It sets the order for everything that follows. Grab our free, editable agenda template to start your next pack with a clean, consistent structure.
What makes an effective board pack?
One study by the National Association of Corporate Directors found that only 13% of directors found board packs “extremely effective,” and 35% found they didn’t have enough time to process the information. A top area of concern was a lack of strategic focus, in spite of a wealth of other information that may not be as relevant to the organization’s most pressing issues.
A well-organized, timely, and easy-to-review board package is key to effectively engaging board members and contributes to the proper governance of your organization. Board packs that truly contribute to organizational success are:
Concise: They contain all the necessary information – but don’t overwhelm directors with too much detail. Summaries, graphs, and strategic insights can go a long way towards making board packs easier to digest.
Consistent: As venture capitalist Seth Levine notes, consistency is key. When board packs have a consistent outline, they make it easier for directors to find relevant information.
Convenient: Strategic decisions are more complex than ever, and that’s increasing the amount of time board members need to spend reviewing materials. That means not only distributing board packages early, but making them more convenient to access and review.
To make your board packs more effective, start with a strategic approach to creating them. Here are 6 actionable ways to ensure your board packages are effective.
6 tips for preparing better board packs
Tip 1: Start with strong templates.
Start by defining what information will be included in each and every board package. Your board pack should provide members with information that positions the meeting for success, addressing key background information, points for consideration, key background and clear direction on input/decisions needed.
Also consider the format, including its length and readability. Your template should organize documents in a consistent format to take some guesswork out for you, and provide a natural structure for the board.
The agenda sits at the front of every pack, so if you want that consistent structure without building it from scratch, start from Aprio’s free board meeting agenda template.
Tip 2: Include knowledge experts.
Your organization’s executives and leadership team should be a key source of information for documents and reports. Ensure people contributing to the board pack understand that information needs to be relevant to that quarter or month and provide enough context for board members who don’t engage with day-to-day operations.
You may also provide insight from outside your organization from third-party experts such as consultants and other subject matter experts for a fresh perspective. This can help uncover blind spots, especially if boards have skills gaps that lead to blind spots. Be sure to provide timely deadlines so experts submit their input early enough to avoid delays.
Tip 3: Keep it high-level.
It may be tempting to provide every morsel of information available in each board package, but it’s not necessary. Each board pack is a strategic roadmap for the board’s next meeting, and too much detail can obfuscate what’s truly important.
Board packs should provide concise, digestible information that facilitates informed decisions. Charts, spreadsheets, financial comparisons, and appropriate appendices can help organize information without too much exposition, leading board members to be impactful through topic-focused conversations.
See related: 5-tip checklist to improve virtual board meetings
See the whole board pack come together in one place
Aprio pulls the agenda, reports, and minutes into one pack your board reads on any device. Book a custom demo and we’ll show you how it works for your board.
Tip 4: Tailor board pack content as needed.
Depending on your organization and time of year, your board meetings and board packages will vary. If your Annual General Meeting (AGM) is coming up, or if you need to prepare for a special committee meeting or emergency meeting, specific documents will be required. Take time to consider the purpose of each meeting and showcase what’s relevant. For example, see our AGM checklist if you’re currently planning your next annual shareholder meeting.
Tip 5: Timing is everything.
Board members lead busy lives, so it’s your job to consider the timing of the delivery of information and set a schedule for when members can expect the package. Board members often sit on multiple boards, travel frequently, and juggle work and family commitments – so they need lead time to work meeting prep into their schedule.
Sending out board packs 7-10 days before an upcoming meeting is a common standard practice, since it gives directors enough time to absorb the materials.
Tip 6: Make accessing board packs convenient and paperless.
In order to ensure that access to your board pack is inclusive for all members, everyone should get it at the same time, and have the same opportunity for discussion and questions.
When board packs are mailed out, postal delays can mean some board members get materials at a later date and won’t have as much time to review. Emailing board packages as lengthy PDF files are more common, but also comes with challenges, including security risks, version control issues, and a lack of audit trail, all of which can compromise confidentiality and hinder effective board collaboration.
Digital board packs are a modern method to provide convenient, timely access to board materials, with features that foster open discussion.
When distributing board materials, consider role-based access — for instance, Ex officio members may require tailored permissions.
How board management software makes board packs more effective
Many boards decide to purchase board management software when board packs create too much administrative overload. Board management software simplifies the process of creating and distributing board packs with one secure, centralized hub of digital tools designed specifically for boards.
This includes features like:
Agenda builder
Aprio offers an agenda builder with drag-and-drop features that allows you to create paperless board packs in a centralized location. Admins can use templates from past agendas or recurring meetings, along with intuitive organization and search functions to make editing board packs easier. Board members can get access at the same time, then collaborate in the software before the meeting.
Meeting minutes builder
Our meeting minutes software lets you create a template for meeting minutes using your agenda, with tools for tracking decisions and assigning action items.
With built-in document management tools for all meeting materials, new board members will be able to search through a complete historical record of previous meetings – and admins can access an instant audit trail.
Task management
Aprio’s task management tools let you assign tasks to specific board members between meetings, with priority levels and real-time updates. This creates a track record of director activity between meetings which can help inform updates in your next board pack.
Beyond board packages and meeting management, board management software offers everything you need for effective corporate governance in one place, including reporting, remote meeting tools, security features, and more.
The agenda anchors the pack, so start it from a template
Aprio’s agenda builder sets the front of every pack and pulls the materials in behind it. Build the structure once and reuse it each cycle.
Frequently asked questions
How long should a board pack be?
There is no fixed rule, but shorter is better. The average board pack has crept past 200 pages in recent years, and most boards find that far too long to read well. Aim for concise, decision focused papers that put the key issues up front, and move deep background into appendices the board can reference if needed.
When should the board pack be sent to directors?
Send the final pack at least one week before the meeting, and ideally seven to ten days out. That gives directors enough time to read, reflect, and ask for clarification without rushing the night before.
Who is responsible for preparing the board pack?
Usually the corporate secretary or board administrator pulls the pack together, working from the agenda. Management and committee leads contribute their own sections, and the CEO or chair signs off on the final version before it goes out.
What is the difference between a board pack and a board agenda?
The agenda is the running order for the meeting. The board pack is the full set of materials sent ahead of it: the agenda, reports, minutes from the last meeting, and any supporting documents. The agenda sits at the front of the pack and everything else is organized behind it.
How do you make a board pack easier to read?
Keep a consistent structure every meeting so directors know where to look, lead each paper with a short summary and a clear recommendation, and use a board portal so members can read on any device and pick up where they left off.