The document discusses templates and guidelines for writing board papers. It recommends providing templates to structure papers consistently and prompt writers to address key questions. Templates should include headers, headings like recommendations and summaries, and allow for one or two templates depending on paper type. Guidelines within or separate from templates can cover writing principles, processes, and styles consistently. Reinforcing template use through training and feedback ensures their effective use.
2. What we’re covering
The value of templates and guidelines
Principles of modern writing
Decision time (e.g. number of templates)
Headers and headings
Guidelines and styles
Reinforcing template use
3. Definitions
• I refer to reports as the regular board
updates, such as the CEO report, CFO and
COO report
• Papers are one-off documents for decision,
noting (information) and discussion
5. Templates
• Provide a consistent reading experience for
directors
• Encourage writers to structure their writing
well
6. Guidelines
• Provide prompts for writers so they
anticipate and answer directors’ questions
• Encourage writers to use correct grammar
and consistent styles
10. One or two templates?
One template for decision, noting
(information) and discussion
Two templates one for noting
and discussion, and the other for
decision
11. Where should the guidelines be?
Embed the guidelines within the template
Have a separate guideline document
13. Header information
• Name of board/committee
• Title of the paper
• For noting/discussion/decision
• Author/manager/approver
• Date (of meeting or date written)
15. Headings for two templates
• The decision template is the same as the
one-size-fits-all template
• Noting paper:
– Summary
– Discussion
– Appendices
19. What could the guidelines cover?
• Board paper principles
• Board paper process
• How to write each section
• Grammar and styles – based on your
corporate style guide
20. Board paper principles
• Introduction from the chair
• Qualities of effective papers
• Length guidelines
21. Board paper process
How long do
writers need to
allow to write a
paper?
Who does the
writer need to
consult?
Who has to
review the
paper?
22. How to write key sections
Provide guidelines on how to write:
• Recommendations
• Summaries
• Background
• Strategic alignment
• Financial commentary
• Risk analysis and commentary
23. Recommendations
• Recommendations should be at the
beginning of the paper, not the end
• They should be clear, specific and stand-
alone
• They should be easy to turn into a resolution
in the minutes with minimal word changes
• A noting paper template does not need a
recommendation
• Read my blog on recommendations
24. Styles for recommendations
• Start with a consistent stem statement
That the Board…
• Use bullets or numbers for more than one
recommendation
• Use a narrow range of verbs
approve, endorse, note, authorise
• Use a consistent verb form, e.g. approve or
approves – read my blog about verbs in
recommendations
25. Summaries: short and to the point
• Summaries work in tandem with
recommendations (what and why)
• They must be brief, i.e. a few
paragraphs or bullet points
• They must sum up the essence of the
paper (what and why, strategy, risks
and dollars)
26. The background must be concise
• Refer to previous papers, past events
and issues that affect the paper (e.g.
political)
• Link to previous papers if using a board
paper app
27. Discussion
The discussion provides:
• More information about the topic
• Strategy (if relevant)
• Risks (if relevant)
• Financial (if relevant)
• Other, e.g. compliance, legal issues
28. Writing about strategy
• If relevant, writers should link to the
strategic or business plan, including KPIs
• Writers should state if their
recommendation is a departure from
strategy
29. Writing about risks
• Flag high risks in the summary
• Write commentary about risks and
how they will be managed – a table of
data is not commentary!
30. Writing about financial information
• Add commentary about what the data
means
• Don’t regurgitate all the information in the
table in words – directors must be able to
read financial statements
• Think about the layout of tables – large
tables are hard to read online
32. Common grammar and style issues
• Consistent font and justification
• Consistent use of initial capitals
• Consistent style for bulleted lists
• Consistent money references ($6m or
$6M?)
• Company names are singular
• Apostrophes
34. How do you reinforce template use?
• Offer template training?
• Stop reformatting writers’ papers for
them?
• Send a paper back if it’s not in the
correct template?
35. About Mary Morel
Mary is the author of Write to Govern: How to
write effective board papers. She works with
companies to improve the quality of their board
papers.
Read more at www.writetogovern.com.au
