If it’s an organization or a charity, the board documents define the structure and the governance of the organization. Without these documents there would be no guidance on how to conduct business and no accountability for the organization. These documents are crucial not just to ensure that the board fulfills its fiduciary obligation, but also to provide transparency and accountability to all stakeholders.
Having the appropriate documents on hand before a board meeting can be vital in facilitating constructive discussion and making sure that everyone is well-prepared for the meeting. This can only happen when the information is presented in a clear, concise and complete manner.
The most important documents for board members include annual reports, agendas and financial reports as well as board resolution outlines. Based on the company these documents can be made public, or kept secret. They all provide information on the direction and progress of an organization to its stakeholders.
Another crucial document that is often not considered is the board’s policies, which establish guidelines and standards for how boards should function. This could include a self-evaluation process, relationships between staff and the board, volunteer policy, or financial management practices.
Organizations are increasingly using electronic board books, like the BoardWorks portal. This can help cut costs by eliminating the need to print, bind or mail paper files. These platforms also facilitate greater engagement by directors during meetings, since they can easily access and locate documents on the platform.
