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Board decision papers provide the information and facts that allow directors to interpret, design and take decisions that define an organisation’s future. They can also be the source of controversies and legal action if they are poor-written or contain inaccurate or insufficient information. The importance of high-quality decision papers is not overstated.

But what are the essentials to writing effective board papers? It is important to manage the flow of information. This means managing the amount of information that is provided to a board and the way in which it is presented. Board papers should be thorough but also concise and clearly communicate a clear call to actions.

The biggest challenge for writers is to resist the temptation to add excessive details in a paper. This can eat time on the board and detract from the purpose of the paper. Another issue is writing the paper in a way that is easily understood by everyone on the board. This includes those with little or no knowledge of the subject of the paper. A formal board paper process, with clear guidelines and a system for checking the papers prior to being distributed, can be extremely useful.

It is crucial that all board members access the information in the board documents. This is especially the case if the board includes people with different areas of expertise such as marketing and finance. Offering a glossary of terms and acronyms is also useful. It is also beneficial to get peer feedback and comments on the board papers. This helps new eyes to be able to read and recognize any ambiguity.