What to Include in Your Board Meeting Packet
Many people use the terms board meeting packets and board books interchangeably, but they are not the same thing. It’s helpful to understand the differences between the two, as it can affect how you manage board governance in your organizations.
A board book is a comprehensive resource that houses key documents for the long-term governance of an organization. It contains foundational materials like bylaws, strategic plans, and policies—things that board members might reference over time. It’s a resource to consult periodically and includes both active and archival documents.
On the other hand, a board meeting packet is a more focused, short-term document, prepared specifically for a single meeting. It contains the agenda, the minutes from the previous meeting, any reports or proposals relevant to that meeting, and other materials directly related to the topics being discussed. Meeting packets are often distributed just before or a week before the meeting, ensuring that board members have the most current information to discuss during that session.
With this distinction in mind, let’s dive into the key elements of creating an effective board meeting packet.
What is a Board Meeting Packet?
A board meeting packet is a collection of materials that a board of directors uses for a specific meeting. It ensures that board members are well-prepared to engage in meaningful discussion and make informed decisions. The packet contains all the relevant information needed for the meeting, organized in a way that is easy to navigate.
Key Components of a Board Meeting Packet
A typical board meeting packet includes the following key sections:
Agenda: The agenda outlines the topics to be discussed during the meeting. It helps board members stay focused and ensures that all necessary topics are addressed in an organized manner.
Minutes from Previous Meetings: Including the minutes from the last meeting provides continuity and allows members to review any actions or decisions that were made previously.
Financial Reports: These include balance sheets, profit-and-loss statements, or other financial data that provide an overview of the organization’s current financial status. It’s important for board members to have up-to-date financial information to make informed decisions regarding budgeting, funding, or other financial matters.
Reports from Committees: If there are any active committees within the organization (such as finance or fundraising), the meeting packet will include their reports. This allows board members to stay updated on ongoing initiatives and activities.
Proposals and Action Items: Proposals for new initiatives, policies, or actions to be approved are often included in the packet for review. This section also contains action items that arose from previous meetings, ensuring that follow-through is achieved.
Legal or Compliance Documents: If there are any legal matters, contracts, or compliance issues that need attention, they will be included in the meeting packet. Board members need to stay informed of any regulatory or legal developments that might affect the organization.
How to Create an Effective Board Meeting Packet
Creating a board meeting packet doesn’t have to be a daunting task. Tools like Easy Board can save tons of time and let you create a packet in one click. However if you’re doing this manually, here are some tips to help streamline the process and make your meeting packets effective:
Keep It Concise and Relevant
Board members are often busy and don’t have time to read through lengthy documents. Keep the packet focused on the most important and relevant information for the upcoming meeting. Avoid unnecessary details and make sure each section is purposeful.Organize the Information Logically
Structure the packet in a way that aligns with the flow of the meeting. Typically, it’s best to include the agenda first, followed by reports, financials, proposals, and any other supporting documents. A logical structure makes it easier for board members to follow along during the meeting.Distribute in Advance
Make sure that your meeting packet is distributed at least one week before the meeting. This gives board members ample time to review the materials and come prepared for the discussion.Highlight Key Action Items
It’s helpful to call out the key decisions or action items that require board members' attention. Use bullet points, call-out boxes, or bold text to make these action items stand out, so board members can easily identify what needs to be discussed or voted on.Use Visuals When Appropriate
Charts, graphs, or infographics can help make complex data easier to digest, especially when it comes to financial reports. Visuals provide clarity and make it easier for board members to grasp key points quickly.Ensure Accessibility
In today’s digital world, many boards opt to share meeting packets electronically. Ensure that the packet is in a format that’s easy to access, whether it’s a PDF, cloud document, or another accessible format. This also allows for easy sharing and archiving. A platform like Easy Board can make generating and sharing your board meeting packet super easy and fast.
Benefits of a Well-Prepared Board Meeting Packet
A well-prepared board meeting packet can provide several benefits for both board members and the organization:
Enhanced Decision-Making: With all relevant information in one place, board members can make informed decisions that are grounded in facts and data.
Improved Efficiency: A well-organized packet ensures that the meeting stays on track and that board members can quickly find the information they need without wasting time searching for documents.
Better Accountability: By clearly outlining action items and proposals, the packet helps track progress on key decisions and ensures that follow-through happens.
Increased Transparency: With clear and comprehensive information in the packet, board members will have a better understanding of the organization's operations and any challenges it may be facing.
Conclusion
A board meeting packet is a vital tool for effective governance, ensuring that your board members have all the necessary information to make well-informed decisions during meetings. By creating clear, concise, and well-organized meeting packets, you’ll help foster better communication, accountability, and efficiency within your board, ultimately leading to stronger decision-making and organizational success.
