The Importance of Board Documents

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If it’s an organization, charity or community, board documents provide the structure and governance of the company. These documents are crucial for the organisation’s accountability and guidance. They are not only important to ensure that the board fulfills its fiduciary obligations and offer transparency and accountability to the stakeholders.

Having the proper documents on ready prior to a board meeting can be essential in facilitating discussions that are constructive and ensuring everyone is prepared for the meeting. This can only happen if the information is presented in a clear, concise and complete manner.

Annual reports, agendas and financial reports are a few of the most important documents that are produced by boards. Based on the company they are either published or kept secret. But, they all provide information on the direction and progress of an organization to stakeholders.

Another crucial document that is often not considered is the board’s policies, which set out the guidelines and standards that govern the way boards operate. This could be a self-evaluation, board-staff relationships the volunteer policy, or financial management practices.

Organisations are increasingly using electronic board books, such as the BoardWorks portal. This will reduce costs by removing the requirement to print, bind or mail paper documents. These platforms also allow for greater participation by directors at meetings, since they can quickly access and find documents on the platform.