Board pack software consolidates the necessary information into a single file that directors can access from their laptops, tablets or smartphones. This makes it unnecessary for board members to use insecure channels like email to communicate with each the other, and also ensures that all documents are in the most up-to-date version. If an amendment or new report is required or replaced, it will be done within the board packs immediately, and every user will receive an instant notification of the changes that were made.
It is tempting to include as many details as you can in your board’s documents to meet regulations and to provide an advantage for meeting preparation. But, this can be confusing or overwhelming for board directors, who need concise and concise reports. The best boards find an equilibrium between ensuring strict compliance and bringing value to the company. They employ templates, and incorporate logically organized information, and stick to exact language, and steer clear of overly technical material.
The chair of the board is accountable for the contents of the board pack. They are the ones to ensure that the information contained in the board pack is relevant and educational. Board members are busy and it’s difficult for them to work through a board document in the two weeks prior to the meeting if they don’t have enough time to read, absorb and focus. The ideal deadline for submitting board documents is between 7 and 10 days, which will give board members ample time to read and understand the content before the meeting.
