Board Meeting Glossary of Terms

Board Meeting Terms and Phrases

The traditions and governance related to company boards and board meetings have their own lexicon. We hope our glossary of board-related terms and acronyms helps newcomers with short, simple, and understandable explanations.

If you have any questions or suggestions, please comment below and we will be glad to assist.

• A: Agenda

  The meeting agenda is an outline of topics for discussion at an upcoming board meeting or any other meeting.

  The agenda is shared with attendees ahead of the meeting, giving members time to review supporting documents or conduct research.

  A basic agenda lists discussion topics in order. More detailed agendas may include presenters, time allocations, and discussion objectives.

• A: Attendance

  The ability to track board member attendance and participation helps ensure accountability and transparency.

  Attendance is often recorded in an attendance register.

• A: Attendance Register

  A board meeting attendance register is a formal record of attendees, typically listing board members, executives, and invited participants.

• B: Board Meeting

  A regular gathering of a company or organisation's directors to discuss and decide on strategic actions.

  Meetings are usually scheduled in advance. The company secretary organises the meeting and compiles the board pack – a document detailing discussion items.

  The chairperson typically manages the meeting, although the CEO may sometimes do so.

  These meetings are part of the corporation's governance framework.

• B: Board Packet

  A board packet contains documents for directors to review prior to a meeting, such as the agenda, past minutes, reports, and proposals.

  It enables informed decision-making and is often shared digitally through board portals.

• B: Board Report

  The executive director's board report is a summary document within the board packet, updating directors on operational matters and strategic priorities.

• C: C-Suite

  A collective term for a company’s top executives whose titles usually begin with "C", e.g., CEO, CFO, CIO.

• D: Decision Tracking

  A board portal feature that records and tracks decisions, creating a central record for future reference and follow-ups.

• D: Document Annotation

  A portal function allowing users to mark up and comment on shared documents, enhancing collaboration.

• E: e-Signature Integration

  Enables board members to electronically sign documents within the platform using integrated digital signature tools.

• M: Meeting Agenda Builder

  A tool for creating, customising, and sharing meeting agendas, often with document attachments and time allocations.

• M: Meeting Minutes

  A written record of discussions, decisions, and actions taken during a board meeting.

  The term "minutes" comes from the Latin "minuta scriptura", meaning small notes.

  Action Item:

  A specific task assigned to an individual or group during a meeting, usually based on discussion outcomes. It typically includes who is doing what by when.

• M: Motion

  A motion is a proposal put forward for discussion or decision. It may require a seconder and is approved by majority vote.

• N: Nepotism

  The practice of favouring relatives for positions or opportunities, regardless of qualifications.

• R: Recordal

  In legal terms, recordal is the act of formally recording discussions, decisions, and events.

• R: Resolution

  A resolution is a motion passed by the board during a properly convened meeting. It is legally binding and recorded in the minutes.

• S: Secure File Sharing

  A feature that ensures confidential documents can be securely shared with board members using encryption.

• V: Virtual Meeting

  A board meeting held online, allowing members to attend via video conferencing platforms.