The Pre-Meeting Board Package
Pre-meeting preparation is an essential element in effective board meetings. For boards to be able to focus their meetings on the most critical organizational leadership matters, board members need to receive relevant information ahead of time, review the information, and complete all pre-meeting work.
If you aren’t used to receiving a pre-meeting board packages you might wonder what is included. It is helpful when board members receive background information related to all agenda items in advance. Committee reports, operational reports, and information gathered to inform board meeting decisions is best circulated to the board members in advance. Then board members can read the complete package at least the day before the meeting. Our subconscious, the most powerful part of our brain, does quality thinking while we are asleep. When people say they “want to sleep on that” they are indicating their intention to give the topic their best thinking. Therefore, pre-meeting packages enable higher quality decision making than when board members receive all these reports during the board meeting. As board members digest the contents of the pre-meeting package they can list questions, evaluate options, and consider solutions. They have time to think independently and to gather additional information that could be helpful in decision making. The pre-meeting package might also remind board members of tasks they agreed to complete on behalf of the organization. When board members pay attention to the pre-meeting package they will be prepared to make meaningful contributions during the upcoming board meeting.
Excellent board meetings have helpful participation from all board members. A quality pre-meeting package enables board members to arrive prepared to add value to the organization.
