Board decision documents provide directors with the information and information they need to interpret, shape, and make decisions which can affect the future of an organization. They can also be the source of disputes and legal virtual board meeting software action if they are inadequately written or contain incorrect or inadequate information. The importance of high quality decision documents cannot be overemphasized.
What are the essentials to writing a good board paper? It is important to control the flow of information. This means managing both the amount of information available to a board as well as its presentation. Board papers must be comprehensive yet succinct, and clearly convey a call to action.
The main challenge for writers is avoiding the temptation to add excessive details in a paper. This could take up valuable board-time and distract from the message of the paper. Another issue is to be able to write the essay so that it is understood by all the members of a committee, including those with no or little experience in the field covered by the board document. A formal board paper process with clear guidelines as well as a method for evaluating the papers before they are handed out, can be very useful.
It is crucial that all board members can access the information contained in the board documents. This is particularly the case when the board comprises members with different areas expertise, such as marketing or finance. The inclusion of a glossary of terms and acronyms can be useful. It is also helpful to get feedback from your peers and comments on the boards. This helps new eyes to look over the papers and recognize any ambiguity.