Board pack software consolidates all the relevant information into a digestible and accessible file that directors are able to access on their tablets, computers, or phones. Board members no more have to communicate through non-secure channels, such as email. All documents are always presented in their most recent version. If any new report or change is required, it will be instantly added to the board pack. All users will receive an instant notification.
It’s tempting to include as many details as you can in your board packs to comply with regulations and to provide an advantage for meeting preparation. However, this can be confusing or overwhelming for board directors who require concise and clear reports. The most effective boards strike an equilibrium between ensuring strict compliance and providing value to the business. They use templates, use logically-ordered information, stick to specific language, and stay clear of overly technical material.
The chair of the board is the ultimate responsibility for contents of a board pack, and they should be the ones taking the initiative to ensure that the content is accurate and relevant. Board members are busy and might not have time to read and absorb a board pack in two weeks. The ideal deadline for submitting papers for board meetings is around 7-10 days, which gives board members ample time to study and comprehend the contents prior to the meeting.
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