Board pack software organizes all the required information into a single file that directors can access via their tablets, computers or smartphones. Board members do not have to communicate with each other via non-secure channels, such as email. Every document is presented in the most recent version. If any new report or change is needed, it can be added to the board pack. Users will be notified an immediate notification.
It is tempting to include the most information in the board’s documents as you can to ensure compliance and add value when organizing a meeting, but this can be confusing and overburden board directors who require clear, concise and readable reports. The best boards find an equilibrium between ensuring strict compliance and adding value to the business. They employ templates, incorporate logically-ordered information, use exact language, and steer clear of excessively technical content.
The chair of the board holds the ultimate responsibility for contents of the board pack and must take the lead over ensuring the contents are relevant and informative. Board members are busy and may not have time to read and absorb a board’s pack within two weeks. The ideal deadline to submit board documents is 7 to 10 days. This will allow board members enough time to read, absorb and focus on the material.
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