Board documents are an essential source of information that guides the most important decisions that keep companies on track. A board member could be overwhelmed by too many details which could lead to poor decision-making. However a board that has too little information may miss important information or even lose control over their business. To avoid this, the board members need access to precise and comprehensive information that is easily digestible and well-organized. This article provides the best practices for preparing effective board documents that satisfy these requirements.

Effective board documents contain the most current and pertinent information that is directly connected to the strategic decision to be made. They are concise, simple and use a formal business style. They are free of jargon and technical terms. The information must be tailored to the specific needs of each director, because boards have different backgrounds. Marketing jargon for example, is not relevant to finance professionals. If you’re writing documents for boards Try to include the glossary of terms for any specialized terms or acronyms to ensure that all users.

The board should also set its own standards and guidelines for the creation of documents. This includes using templates and preferred choices for fonts, and the creation of an appendix for sharing sources or providing additional details. The board should also define the rules for a quorum as well as the number of members needed for a meeting to be held, making sure that all directors be heard and participate.

Boards should disseminate their board meeting documents in advance, so that there is enough time for directors reviewing them before the meeting. A week is typically a good window to ensure directors have ample time to read the materials and prepare for the meeting.

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