Board documents are the pillars of any organisation, no matter if it is a charity or community, or an organisation. They establish the structure and governance for the organisation. Without these documents there would be no guidance regarding how to act and no accountability for the organization. They are not just important to ensure that the board meets its fiduciary responsibilities but also to offer transparency and accountability to the stakeholders.
The right documents are at hand before a board meeting can be essential in facilitating helpful discourse and ensuring that the board members are prepared for the meeting. This is only possible if the information is presented in a concise, clear and complete way.
Agendas, annual reports and financial reports are some of the most important documents produced by boards. The organization’s requirements determine whether they are either released to the public or kept in a private manner but they all provide information to the public about the organisation’s growth and direction.
Board policies are an additional important document that is often not considered. They outline the standards and guidelines of how a board functions. These might include self-evaluation policy, board-staff relationship policy, policies for volunteers, or financial management practices.
Organisations are increasingly using electronic board books, such as the BoardWorks portal. This can cut costs by removing the requirement to print, bind or mail paper documents. These platforms also allow for greater involvement by directors during meetings, as they can quickly access and find documents on the platform.
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