Board Pack Management: Guide to Contents and Process

Board directors commonly report that their board packs are not succinct and focused.

In fact, two studies from 2019 confirmed that board packs in the UK and Australia have “increased in length dramatically in recent years” and become “unwieldy and overwhelming“. And though for now there are no statistics from other countries, it’s reasonable to assume that ineffective board packs are a global problem.

Board administrators play a crucial role in managing board packs effectively, and using board portal software can enhance efficiency and security, saving time for both administrators and members while ensuring the confidentiality of information.

In this article, you will find tips for building effective board packs along with documents to include, ideal format to follow, and common traps to avoid.

What is a board pack?

A board pack — also called a board package, a board meeting pack, board briefing or board paper — is a collection of board documents presented to board members ahead of their next meeting. Its immediate purpose is to support effective board processes by ensuring every board member can participate fully and access crucial information without being overloaded with unnecessary details.

A board meeting management pack features mainly reports and technical papers, but it can include several other kinds of documents. These may contain the financial report on the company, the progress of plans and projects since the previous meeting, and a complete board reporting package. 

In other words, this document contains key information to help the board of directors and the whole leadership team have a sound understanding of achievements, present and future risks, problems, and opportunities.

Note: Learn how to write a report as a secretary in our dedicated article.

The ultimate purpose of a board package is to help executives focus on what is important, and thus increase the board’s ability to improve governance and make informed decisions.

What you should include in a board pack

There is no hard and fast rule about what to include in a board pack. But in general, a good board pack will include at least the following board of directors documents:

Document	Purpose
Meeting agenda	Informs the members of what subjects will be discussed, in which order, and for how long.
Minutes of the previous meeting	Lets members check if all is correct with the minutes and gives them the opportunity to ask for corrections.
Department updates	Keeps members in the loop about important corporate developments.
Project reports	Updates members on the progress of specific projects since the previous meeting.
Financial report	Shows members the state of the company’s finances.
Board committee reports	Informs board members about technical topics researched by committees.

7 tips for creating board packs for your board members

To create value-driven meeting packs that truly support the board’s strategic role, it’s essential to carefully curate the content, focusing on what matters most. Tools that help create board packages and send them to board members seamlessly can significantly reduce admin time through automation.

In this section, we’ll walk you through some practical tips for preparing effective board packages.

1. Curate your content carefully

Directors need information they can trust—insightful, relevant, and reliable. Before adding data to your board packs, make sure it passes these simple checks, aka the ‘litmus test‘ of proper governance:

• Is the information accurate and trustworthy?
• Does it focus on the organization’s most pressing issues?
• Is it up-to-date and relevant for upcoming decisions?
• Is it presented clearly so it’s easy to understand quickly?
• Does it offer insights into future risks, or is it just historical data?
• Does it provide concise summaries instead of overwhelming detail?

By answering these questions, you ensure that the board package stays focused on what matters and cuts out the noise.

2. Focus on the future

While it’s important to know what’s happened in the past, it’s just as crucial to look ahead. Directors need to see potential risks, upcoming events, and market trends to plan strategically and manage risks. Highlighting forecasts, trends, and potential challenges like cyber threats can give directors the foresight they need.

3. Set clear key performance indicators (KPIs)

Work with the board to decide on KPIs that match the company’s goals. This should include both financial indicators (like profit and loss statements) and non-financial ones (like market share and sales pipeline). Visual dashboards can help present these KPIs clearly, making it easier for directors to grasp the data and make decisions.

4. Keep it clear and structured

A good board pack is well-organized, straightforward, and easy to navigate. Using templates can help keep things consistent, and tools like indexes, page labels, and executive summaries can make board briefing materials easier to follow. Write clearly and directly, using short sentences and simple language. Start with the most important information to make sure key points stand out.

5. Use company secretaries effectively

A company secretary and board administrators play a vital role in preparing board packages. They can help in all tasks related to managing the board, from managing reporting lines to setting deadlines and making sure the documents are focused and to the point. Delivering the board packages at least a week before meetings gives directors enough time to read and understand the material, leading to more effective discussions.

6. Keep improving

Make board packs review a regular part of your board meetings. Getting feedback from directors can help you continuously refine the content, keeping it relevant and useful for decision-making.

7. Go digital with a board portal

Using board management software can make distributing and managing board packages much easier. Digital packs are secure, cost-effective, and easy to update, ensuring directors always have the latest information. Features like inline annotations and the ability to add comments make digital board packages a practical tool for collaboration.

By following these straightforward tips, you can make your board packages not just a collection of documents, but a valuable resource that supports strategic decision-making and helps steer the organization toward success.

Ready to scale your board pack production? Dive into our comprehensive guide on board pack preparation to explore these tips in detail and learn how to implement them seamlessly into your board’s workflow.

What is the ideal format for a board pack?

There are three ways to put together and deliver a board pack: 

1. On paper 
2. As one or multiple files sent by email
3. Through board portals, which are specialized software to prepare board packs

A physical pack has the advantage of being easier to handle, and more comfortable to read. However, it has disadvantages:

• Costly to print and mail
• Requires the extra work of printing and mailing
• Does not protect confidential information
• Cannot be easily updated

A board package sent by email shares the last two problems. It can also create duplicates, or missing files. 

Board reporting software is not exempt from problems. However, of all three options, digital board packs are usually the most convenient way for a company secretary to compile and distribute board papers to members ahead of their next meeting. 

A board portal is also the best way to conduct a paperless board meeting when you can’t get all members together in the same place.

Distributing a board pack

Format and delivery of the board package

There’s no one-size-fits-all approach to formatting a board package. Each board might have its own preferences for how it wants to receive and review the information before a meeting. No matter the format, the key is clarity and ease of reading. Board members should be able to quickly find the sections they need without wading through pages of text. The goal is to make information easily accessible so that members can focus on the topics they want to discuss.

Delivery options:

1. Post
2. Email
3. Board Management Software

Using board meeting software, such as iBabs, is often the simplest and most efficient way to distribute a board pack. This method consolidates all necessary information in one secure, cloud-based location, making it accessible to everyone, anytime, from any device.

Instead of burdening members with piles of paper that can easily become disorganized, board meeting software allows members to access the board pack directly from their tablet, computer, or even phone. Any updates can be made in real-time, ensuring that all members have the most current information and eliminating the risk of someone using an outdated version or missing critical data.

Cost and time are also important factors when distributing a board pack. Printing and mailing full board packages can become expensive, especially if updates require additional print runs. Emailing packs requires each member to print out their own copy, which can be inconvenient and inconsistent. Board portals offer a user-friendly solution, allowing members to easily navigate through documents, add personal notes, and collaborate with others efficiently.

By using digital tools for board pack distribution, you streamline the process, reduce costs, and ensure that all board members have access to the most up-to-date and relevant information, making meetings more effective and productive.

• Ready to optimize how you distribute board packages? Dive into our detailed guide on board pack distribution to explore the pros and cons of each delivery method, learn best practices, and discover how to make the process seamless and effective for your board.

Reviewing the board pack

Reviewing a board pack isn’t just about reading documents; it’s about actively engaging with the material, asking insightful questions, and preparing for strategic decision-making. To ensure effective review, the board admin team should distribute materials at least two weeks before the meeting. Here’s a streamlined checklist to guide board members in their review process.

1. Prepare for the review. Find a quiet space to focus. Gather all relevant documents, including the meeting agenda, past board committee reports, strategic plans, and industry insights. Reviewing past board communications and key management questions will prepare you for more productive discussions and risk management.
2. Review the board meeting agenda and minutes. Check if agenda items align with the organization’s strategic goals and note any missing topics. A well-structured agenda is key to focused discussions. Review the minutes from previous meetings to track decisions, actions, and any unresolved issues that need attention.
3. Evaluate reports and proposals. Examine financial reports for trends, significant changes, and potential concerns. Understanding the financials is crucial for informed decision-making. Evaluate new proposals for feasibility, risks, and alignment with strategic goals. Be ready to ask critical questions and challenge assumptions.
4. Review strategic documents. Ensure strategic reports align with the organization’s mission and goals. Assess progress towards strategic initiatives and identify necessary adjustments. Focus on key performance indicators (KPIs) to gauge organizational success and areas needing improvement.
5. Handle additional materials. Ensure that risk assessments, compliance reports, and other supplementary documents are organized and relevant. These materials should provide valuable insights without overwhelming the reader. Confirm that all necessary information is included to support informed decision-making.
6. Take notes and formulate questions. Document key points and questions as you review. Prepare specific questions and discussion points to raise during the meeting, focusing on areas that need clarification or further exploration. This preparation will help drive effective discussions and address critical issues.
   

• Looking for more insights on effective board pack review? Check out our comprehensive guide on board pack review to enhance your review process and ensure all board members are ready to make informed, strategic decisions.

Board pack templates and how to use them

Using a board pack template will help you organize the information you have, decide what can be left out of the board pack and what is essential to it, and how you will present it to the board members.

• Tip: By consistently using the same template, you will make board members get used to the way your board packs are organized. This will help them move through and digest the content.

If you are using board pack software, it will probably offer you different options of board pack templates to choose from.

Is there an ideal board package template?

As with board pack contents, there is no one-size-fits-all template. The ideal board package template is the one that helps you store documents and present them in an organized way for the board committee to review it before the upcoming board meeting. 

Still, the template based on the Kaplan & Norton Balanced Scorecard is one that most board secretaries can probably use — or at least get inspiration from. This template presents a view of the company from four different perspectives:

• Finance — how does the company look to shareholders?
• Customer — how does the company look to clients and stakeholders?
• Operations — what must the company excel at?
• Growth — how can the company improve?

By using this template (or your adaptation of it) you will more easily understand what documents and data are relevant for the board and what should be left out of the pack.

After conducting thorough research on optimal board pack structures, we have developed a comprehensive template tailored to meet the demands of modern board meetings. This template is designed to enhance communication, streamline decision-making processes, and improve overall board effectiveness.

• Tip: Download the board pack template to get started and see how it can benefit your board’s workflow.

Managing board pack updates

A good board pack is one that:

• Follows a logical structure
• Contains only relevant information
• Is easy to read
• Gets delivered in time
• Can be easily accessed by all board members
• Tracks changes and keeps documents up-to-date
• Integrates new materials smoothly into the board pack

It’s of course possible to create such a board pack on paper and distribute it by mail. However, board portals make compiling a board pack a much easier and more secure process — not to mention that you can also conduct a virtual board meeting on the platform. 

As this page on the World Economic Forum website puts it, “a range of new digital tools for board governance has been brought to the market in recent years, and businesses should experiment with these to find out what helps them work more effectively.“

If you aim at optimizing the process of compiling and distributing board briefings ahead of your board meetings, we suggest you try the iDeals board portal — it’s the top choice of countless seasoned professionals. 

Key takeaways

Effective board pack management is crucial for ensuring that board members are well-informed, engaged, and able to make strategic decisions that drive the organization forward.

To create board packs more effectively and enhance your board management, follow the tips below:

• Streamline information: Focus on providing accurate, relevant, and concise information that supports critical decision-making.
• Emphasize future outlooks: Include forward-looking data to help anticipate risks and opportunities, ensuring strategic alignment.
• Utilize clear KPIs: Set and report on key performance indicators that align with the company’s strategic goals to provide clear insights into organizational performance.
• Maintain clarity and accessibility: Use structured formats, templates, and digital tools to make information easily accessible and understandable for all board members.
• Involve key roles: Engage company secretaries and the board admin team in the preparation process to ensure timely distribution and comprehensive review of board materials.
• Embrace digital solutions: Leverage board portals and other digital tools for efficient distribution, real-time updates, and secure access to board materials.

FAQ

Why do board meetings require a board pack? 

Board members need board packs in order to have key information about what has been going on in the company since the last board meeting.

How often should boards review the packs they receive? 

Members should read the pack only once in order to be ready for the board meeting.

How long does it take to complete a board package? 

This depends on how quickly company managers and experts will deliver the material you need. We suggest you allow for a few days’ delay when you calculate the time you need, since key material can be delivered later than you expect.