Keeping company documents sometimes takes a lot of time and effort from company employees, both at the level of structural units and at the level of management. No wonder many companies are trying to find the best ways to organize work with documents. However, learning the basics of the document flow process is not always enough. It is important to understand what you have to deal with. In order to reduce the number of mistakes in a company, we suggest organizing the process of working with documents from the list of board meeting documents. Read more about what it includes and how to keep it in our article.
What can the board of directors need during meetings?
Finding and gathering board meeting documents is an integral part of the process of preparing for an effective meeting. Many executives make the mistake of not paying enough attention to this aspect of preparation. Preparation is necessary not only to organize the meeting but also to confirm the information to be considered at the meeting. It is also worth remembering that meetings require a variety of documentation, not just analysis and charts of results.
Board meeting preparation checklist: how not to miss anything?
In order to gather all the necessary documentation for a board meeting, many workflow experts advise making a checklist and following it each time preparations are made for the meeting. Each company can weigh such lists on its own, but practically all of them include the following types of corporate documentation:
- Agenda. It provides an outline and guide for a future meeting, and following it determines the entire meeting process.
- Necessary corporate documentation. This can be analyses, budgets, financial and tax reports, company statutes, and any other documentation that will be needed to review the agenda.
- Board member reports. In some cases, such reports are not only needed to discuss specific agenda items. They may also include a risk assessment of the current strategy and recommendations for improvement.
- Financial reports. They are a fairly important part of corporate documentation since they are directly related to the company’s performance and reflect the effectiveness of the company’s current development strategies.
- Corporate correspondence. Some agenda items may require company correspondence to supplement basic information. Also, correspondence can be used as evidence in conflict proceedings.
Organizing a board meeting in today’s environment can become more efficient through the use of appropriate software. Many companies use virtual portals and boards for board meetings, with the help of which it is possible to collect all the necessary documents in secure file storage, maintain communication between board members and collect data on the company’s performance.
It is best to use the tools of virtual portals in conjunction with other measures to prepare for the meeting. In particular, it is better to entrust the preparation of the meeting to qualified employees in charge of documentation stored in the company. They can also make a checklist for documentation to make it easier for meeting organizers to prepare for it.