Board pack software compiles all the necessary information into an easily digestible and accessible file that directors can access via their tablets, computers or phones. This eliminates the need for board members to use unsecure channels such as email to communicate with one the other, and also ensures that the documents are presented in the most current version. If an amendment or new report is required the report can be added in the board pack quickly and each user will receive an instant notification notifying them of the changes have been made.
It is tempting to include as many details as possible in your board’s agenda to ensure compliance with rules and provide the most value in meeting preparation. But, this can make it difficult for board directors to understand or even overwhelm who require clear and concise reports. The most effective boards achieve a balance between strict compliance and adding value to their clients by using templates, and incorporating well-organized information, adhering to precise language, and avoiding excessively technical information.
The chair of the board bears the ultimate responsibility for the contents of a board package, and they should be the one taking the initiative to ensure that the content is pertinent and relevant. Board members are busy and may not have time to read and absorb a board’s pack within two weeks. The ideal time to submit board documents is between 7 and 10 days, which gives board members ample time to absorb and read the material prior to the meeting.