It’s board meeting time again and the board packets need to be put together and sent out. Streamlining the process of sending board members what they need to prepare for their upcoming meeting takes cooperation from everyone.
Using a charted plan, including a timeline, task, and person responsible to get their information for the packets, helps clarify the process.
|1 Month Prior to Meeting||Agenda Draft||CEO||X|
|2 Weeks Prior to Meeting||Committee Minutes||Secretary||X|
|1 Week Prior to Meeting|
|Day of Meeting|
I like to use this chart as a check off list to monitor as each item is done. All of this can be done electronically. I also keep the packet organized by creating a new folder for said meeting and begin dragging, copying, or creating items in the folder as received or completed. I gather up and organize the information, and send friendly reminders to those who have not yet provided me their portions to complete the packets. Many of the items needed in the packets are driven by the agenda, so it is critical that gets set sooner rather than later.
Next I begin the collation process by putting everything together in order as listed on the agenda. When board members get their packets, everything should be in order and easy to reference at the meeting. The electronic order of items should be the same also as the paper packets.
If your meeting takes place on a Tuesday, the Board packets should be mailed out by Friday at the latest. Electronic can go out the same time.
Think of it like this, you have to be at a meeting on Tuesday so hopefully the information being discussed at this meeting is in your possession by at least Saturday or Monday so you have some time to review and prepare.
Board relations are essential to all organizations. Most boards are comprised of people who are volunteering their time for the greater good of such organizations.
Keeping things simple. Going back to the words trust and accountability along with factual information will help boards make good decisions.