Board documents are an important source of information needed to make crucial decisions to keep a business on the right track. A board member may be overwhelmed by the volume of information, which can lead to poor decision-making. However, a board with too little information could miss crucial insights or lose control of their business. To avoid this, board members need access to accurate and comprehensive information that is easily digestible and well-organized. This article discusses the best practices for creating effective board documents that satisfy these requirements.

Effective board papers include the most current and pertinent information that directly impacts the strategic decision-making process. They are short and simple, using formal business writing and refraining from technical terms. Boards are made up of diverse backgrounds, and therefore information should be tailored to the individual directors’ needs. Marketing jargon, for example is not applicable to finance professionals. If you’re writing documents for boards, you should include a glossary for specialized terms or acronyms. This will ensure that all readers can understand the document.

In addition the board must establish its own internal guidelines and standards for preparing board documents. This includes the use of a template and preferred options for fonts, as well as the creation of an appendix for sharing sources or providing additional information. The board should also define the rules for a quorum as well as the number of members required 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 to read them before the meeting. A week is a great time frame to allow directors the time they need to study and prepare for the meeting.

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