Board pack management: The ultimate 2025 guide for beginners and experts alike
The average board pack is hundreds of pages long and packed with critical information. This makes board packs challenging for corporate secretaries to prepare and for the board of directors to read.
How do you capture the multitude of data points and insights the board needs without overwhelming directors with information? Here, we’ll explain the key to streamlining board pack management, including:
- What a board pack is
- How to create an effective board pack
- Board pack preparation
- Board pack contents
- Board pack examples
- 7 tips for board pack management
- Best practices for board pack distribution
- Ensuring the security of board packs
- Leveraging board management software for better board packs
What is a board pack?
Corporate secretaries who have already prepared a board pack or two can skip to the next section. However, understanding board packs is essential for those still getting comfortable in the secretary role.
A board pack contains the various documents board members must review before a meeting. The size of the board pack can vary depending on the meeting — for example, the annual general meeting is more intensive than a regular board meeting — but in all cases, the pack should help guide decision-making.
With the board pack in hand, directors should have all the necessary information to prepare effectively, ask relevant questions and make better decisions for the organization. These packs have traditionally been printed and mailed, but digital transformation has led to streamlined digital board packs in recent years.
Board pack contents
A thorough board pack should include all critical documents the board will need to make decisions at the next meeting. This can vary depending on the objective of the meeting but will generally include:
- Agenda
- Minutes from previous meetings
- CEO or executive summary
- Financial statements
- Risk and compliance reports
- Committee reports
- Strategic plans or proposals
How to create an effective board pack
The best board packs walk the fine line between providing enough information to the board without overloading them with details they can’t feasibly review before the meeting. To put master clear, yet concise, board pack preparation:
- Define the meeting’s objectives: Identify the goals of the upcoming meeting. The board pack should be structured around these objectives, focusing on the key decisions boards must make.
- Prepare the agenda: The agenda is the foundation of the board pack and outlines primary discussion points. Including this helps the board organize its thoughts on key issues.
- Collect essential documents: Gather previous meeting minutes and other documents reflecting past decisions and discussions. This will keep all directors on the same page.
- Include reports: Any committees or departments that will report during the meeting should submit their report for inclusion in the board pack. This includes a summary from the CEO, financial, risk and compliance reports and committee updates.
- Organize documents: Arrange documents in order of priority. The most crucial items should come first so they receive the directors’ full attention. For more complex information, include summaries or visual aids to make it easier to understand.
- Prioritize easy navigation: As you organize documents, maintain a logical order. Start with the agenda, followed by key reports and end with supporting documents. A clear, consistent format with section headings can help directors find their way.
- Distribute in advance: Board members need time before the meeting to review the board pack. Aim to distribute it at least 10-14 days before the meeting to ensure all directors are well prepared to engage in the discussion.
Board pack examples
Looking at board pack examples can help you understand how to structure and present the information. Here are examples of what the key components of a board pack look like:
Agenda example
The agenda will typically include:
- Meeting date and time
- Location/platform
- Items to be discussed
- Time allocations for each topic
See a full board meeting agenda template.
Previous meeting minutes
This should include a summary of discussions, decisions made and action items from the last meeting. Directors can refer to this document for continuity.
See a complete meeting minutes template.
Executive summary
The summary should be a one- or two-page overview of critical CEO or executive team updates. It should highlight significant developments, challenges, and opportunities since the last meeting.
Financial reports
Financial reports should be detailed and include an income statement, balance sheet and a cash flow statement.
See an example of a financial report
Committee reports
These reports will come from different committees, such as audit or governance, and outline their activities, findings and recommendations for the board.
Strategic initiatives
Updates on projects and initiatives, including performance against strategic goals and any new proposals for the board’s consideration.
Supporting documents
Attach additional documents that provide the necessary context. This could be market analyses, competitor reviews or project plans.
7 tips for board pack management
Effective board pack management is crucial for ensuring board members have the right information at the right time. To optimize the process:
- Use board management software: Board packs are lengthy and can take days or weeks to prepare manually. Board management software streamlines most of these processes by facilitating collaboration and centralizing documents so you don’t have to chase them down.
- Standardize the structure: Board packs don’t need to be creative. Establishing a standard structure makes it easier for you to prepare and for board members to navigate. Consistent formatting also helps members keep track of where certain information is.
- Set clear deadlines: Part of board pack preparation involves managing those who need to contribute. Define specific timelines for when committees and executives must submit their materials, and also set a clear expectation for when you will ultimately distribute the pack.
- Be concise: Avoid overloading the board pack and focus on making information clear and straightforward. Incorporating bullet points, charts and graphics can help directors interpret data quickly.
- Encourage executive summaries: The board pack will have a summary, but reports should, too. Including a summary for each report will help the board orient themselves around essential information.
- Implement version control: Controlling different versions ensures board members access to the most current documents. This helps avoid confusion and ensures the board only makes decisions based on up-to-date information.
- Solicit feedback: After each meeting, gather feedback from board members on the board pack’s content and structure. This can help identify where to improve it to enhance board effectiveness.
Best practices for board pack distribution
Preparing the board pack is vital, but so is distributing it. Efficient distribution ensures board members receive critical information on time.
- Set a distribution timeline: Establish a clear timeline for distributing board packs, usually 7-10 days before the meeting. Board members will know to expect the materials and have sufficient time to review them.
- Ensure accessibility: All board members need easy access to the board pack, whether at the office or across the country. Ensuring compatibility with different devices can aid accessibility.
- Include instructions: Tell board members how to access the materials and engage with them, especially if using a new governance platform. This can help mitigate confusion after board packs go out.
- Encourage acknowledgment of receipt: Ask board members to confirm that they’ve received the board pack. This helps identify any potential issues with access.
- Highlight key documents: Direct the board to critical documents or sections. This will allow the board to focus on the most essential items first.
How to ensure the security of board packs
Board packs are full of sensitive information, making security paramount. The security of board packs is also a legal and regulatory requirement. Here are steps you can take to ensure security:
- Utilize secure platforms: Board management software with robust security features and permission settings has built-in protections against breaches and unauthorized access.
- Implement role-based access control: Assign access levels based on board members’ responsibilities. This ensures that only authorized individuals can access or edit sensitive materials.
- Encrypt documents: Storing and transmitting board packs using encryption means documents prevent bad actors from accessing documents.
- Update security protocols: Stay up-to-date on cybersecurity threats and refresh your protocols accordingly. This includes software updates, security patches and staff training.
- Monitor and audit access: Track who accesses board packs and when. Regular audits can identify unauthorized attempts or when to remove users if they are no longer with the company.
The role of board management software in creating, managing and distributing board packs
Board management software plays a crucial role in modern board pack management. The software serves several key functions, including:
- Centralized document storage: Board management software offers a centralized location for storing all documents related to board meetings, making it easy to access and manage board packs. This also ensures all members are working with the latest information.
- Streamlined creation process: Traditional board packs take days to create, but board management software can do it in minutes. Using templates customized to your organization ensures efficiency and consistency across all documents, cutting preparation time.
- Secure distribution: Security is a primary concern when handling sensitive information in board packs. Board management software is the best line of defense boards have, with encryption, secure logins, and role-based access control.
- Real-time collaboration: Board management software empowers real-time collaboration among board members and executives. This keeps all meeting attendees up-to-date and equipped with the latest information, facilitating more productive discussions and decision-making.
- Efficient communication: Many platforms include automated notifications and reminders. Secretaries don’t have to remember to ping board members; board members can stay on top of upcoming meetings and deadlines for reviewing materials.
Selecting the right board pack software
Board pack software is a non-negotiable for modern boards. But with countless board pack software solutions available, how do you identify the right tool for your board?
Download our buyer’s guide to board management software to explore the key questions you should ask about any governance technology solution before you purchase it.
FAQs
How often should board packs be distributed?
Board packs should be distributed before every board meeting, typically 7-10 days before the meeting date.
How can I ensure that board members receive and review board packs in a timely manner?
You can ensure board members receive and review board packs in a timely manner by creating a clear distribution timeline, asking them to confirm receipts, and using board portal software to send them automatic reminders.
How can I make board packs more engaging and effective?
You can make board packs more engaging and effective by making them clear and concise. Incorporate visuals and summaries to make more complex data digestible and easy to navigate.
Are there any security concerns with using board portal software?
There are several concerns with using board portal software, however they are more common with free solutions. Free technology may be more prone to breaches and unauthorized access, while premium solutions use encryption and follow the highest cybersecurity standards.
Download our buyer’s guide to board management software here.
