Board Pack Review Made Simple: What to Look For and Why

In today’s corporate governance, effective board meetings depend heavily on the quality of the board pack. However, over 60% of board members score their board packs as weak or poor. 

A thorough review of the board pack ensures that all board members come to the table prepared, with a clear understanding of the issues at hand and the strategic direction of the organization.

Unfortunately, most boards lack time for a truly concise and comprehensive board pack preparation. For this reason, we explore how board members can better prepare and review their board packs.

Board packs review: Understanding the components

A good board pack is more than just a collection of board papers; it’s a tool for driving strategic conversations and making sound decisions for managing the board with more care and preparation. 

Effective board pack review ensures that each component is relevant and aligned with the meeting’s objectives.

Here are the typical components board members can find in an effective board pack:

1. Meeting agenda: Think of the board meeting agenda as the roadmap for your meeting. It outlines the topics to be discussed, the order of proceedings, and time allocations for each item. A clear agenda keeps the meeting focused and ensures that all critical issues are addressed.
2. Minutes from previous meetings: These board briefing materials are your historical record. They capture the decisions made in the last meeting, latest data on agenda item steps, and who is responsible for what before the next meeting. Reviewing the minutes helps the board track progress and accountability among board members.
3. Financial reporting for boards: No board meeting is complete without a financial report. Financial comparisons provide a snapshot of the organization’s financial health, covering key metrics like income, expenses, cash flow, and balance sheets.
4. Strategic reports: This board meeting documentation keeps the board informed about progress on strategic initiatives, market conditions, and performance metrics. They are essential for aligning board discussions with the organization’s long-term goals.
5. Proposals and memos: This is where new ideas come to the table. Proposals for new projects, business opportunities, or significant changes need to be clearly outlined and supported by data. Well-prepared board papers are crucial for ensuring that these proposals are clearly understood and effectively evaluated.
6. Supplementary materials: Additional board papers such as market analysis, compliance reports, and risk assessments can provide valuable context, helping board members make well-informed decisions.

Tip: Ready to improve your board meetings and streamline your governance practices? Download our comprehensive board pack template now and improve your governance. 

How to review a board pack: 6 essential steps for board members

Reviewing a board package isn’t just about reading through documents and reports; it’s about engaging with the material, asking the right questions, and coming prepared for strategic decision making.

The board admin team plays a crucial role in ensuring that materials are reviewed and distributed in a timely manner, within two weeks or less. Additionally, the involvement of a board committee and a company secretary is required for proper preparation.

Here’s a board pack review checklist to help your board members make the most of your board pack review.

1. Preparing for the review

Find a quiet space, free from distractions, where you can focus on the task at hand. Make sure you have all the relevant documents, including the agenda and any reports from previous meetings.

Make sure you have any necessary background information on hand, such as strategic plans, industry reports, previous meeting notes, and expectations for an upcoming board meeting. Analyzing previous board correspondence and understanding key questions of the management team is vital for handling more productive meetings and minimizing any future risk.

2. Reviewing board materials: the board meeting agenda and minutes

Check if the agenda items are relevant and if they align with the strategic goals of the organization. Look for any missing topics that should be addressed, and note any areas where you need extra material. 

A well-prepared board meeting pack is essential for effective discussions, as it ensures that directors have concise and relevant content to facilitate decision-making.

Expert tip: The board secretary plays a crucial role in preparing and managing the board meeting agenda. 

Review the minutes from previous meetings to see what decisions were made and what actions were agreed upon. Check for any unresolved issues or discrepancies that need to be addressed, which is a crucial step in managing the board.

3. Evaluating reports and proposals

Look for trends, significant changes, or anomalies in the financial reports. Are there areas of concern or opportunities that need to be discussed? Understanding the financials is crucial for making informed decisions and ensuring the board pack review is comprehensive.

Evaluate the feasibility, risks, and potential benefits of new proposals. Consider how they align with the organization’s strategic objectives and long-term goals. Be prepared to ask questions and challenge assumptions. Effective board packs are essential for providing clear and easy-to-read documents that help board members make accurate decisions.

4. Reviewing strategic documents for effective board packs

Ensure that strategic reports are consistent with the organization’s mission and goals. Evaluate progress towards strategic initiatives and consider any adjustments that might be necessary. Look for key metrics that indicate success or highlight areas for improvement. Board packs define the clear structure and focus of board meetings, providing key information that shapes strategic decisions and proper governance within the organization.

Identify the key performance indicators (KPIs) that are most relevant to the organization’s success. These metrics should provide a clear picture of how well the organization is performing and where it needs to focus its efforts. This is a critical aspect of effective board pack preparation and review.

5. Handling additional materials

Make sure additional materials, such as risk assessments and compliance reports, are well-organized and relevant to the agenda. These documents should provide valuable insights without overwhelming the reader. Including these materials is crucial for bringing the board up to speed on key activities before meetings.

Determine if the supplementary materials add value to the discussion and if they are necessary for making informed decisions. If any essential information is missing, make a note to request it. Properly handling these materials is key to successful board pack distribution.

6. Note-taking and formulating questions

Document key points, questions, and observations as you review the board pack. This will help you stay organized and ensure that you don’t miss any important details during the meeting.

Based on your review, formulate questions and discussion points that you want to raise during the meeting. Focus on areas that need clarification or further exploration.

Top board portal solutions for digital board packs

To make the review process more efficient, many organizations are turning to board reporting software. These tools streamline document distribution and provide a secure, centralized location for all board materials. Digital board packs offer convenient and timely access to relevant information, ensuring all members of the board can engage with meeting packs simultaneously. 

Here are some leading board management software solutions to consider:

1. iDeals Board: With a focus on security and user-friendliness, iDeals Board offers real-time updates and comprehensive document management features. It’s a top choice for organizations that prioritize secure and efficient board meetings.
2. BoardPro: This platform is designed for simplicity and ease of use, making it ideal for small to medium-sized organizations. BoardPro provides automated workflows and a user-friendly interface that helps streamline the board pack preparation process.
3. StellarBoard: Offering advanced collaboration tools and document management capabilities, StellarBoard is perfect for organizations looking to enhance their governance practices and improve board meeting efficiency.
4. OnBoard: Suitable for organizations of all sizes, OnBoard offers a wide range of features, including collaboration tools, document management, and real-time updates. It’s designed to enhance the board meeting process from start to finish.
5. BoardCloud: This versatile platform offers a balance of affordability and features, making it a great option for modern organizations looking for reliable board reporting software solutions.
6. Praxonomy: Praxonomy focuses on efficiency and security, providing advanced document management features and real-time updates. It’s an excellent choice for boards that prioritize streamlined operations and effective governance.
7. BoardPAC: Known for its mobile accessibility and powerful board management features, BoardPAC is ideal for dynamic environments that require flexible and responsive board meeting solutions. Effective board pack distribution is essential in these settings.

Key takeaways

Whether you are looking to create board packs or need help with managing the board, it is essential to ensure every board reporting package is insightful, actionable, and aligned with your strategic goals.

Don’t leave your board meeting preparation to chance. Use insights from our article to build a better board package and take the first step towards more effective and efficient board meetings.