Why Board Meetings need Board Packs

Why Have Board Meetings?

Company directors convene board meetings to pass resolutions that direct and manage the company’s affairs.

In South Africa, the Companies Act outlines a number of requirements that regulate how board meetings are constituted. These include rules around the notification of directors, the process for calling meetings, and the minimum number of directors required to be present to form a quorum.

Effective Board Meetings

Board meetings are usually scheduled at regular intervals. In most jurisdictions, including South Africa, boards are required to meet at least once a year. However, effective boards typically meet more often, as stipulated by the company’s Memorandum of Incorporation (MOI) or other founding documents.

Why Are Board Packs Necessary?

Directors are expected to have a clear understanding of the matters tabled for discussion. This is critical to their ability to make informed decisions.

To support this, the company secretary typically compiles a range of relevant documents into a single packet known as a board pack, which is then distributed to all directors.

Compiling Board Packs

Traditionally, it is the responsibility of the company secretary to compile the board pack. Over time, Adobe PDF has become the standard format for distributing these documents, usually merged into a single PDF board book.

The process of compiling board packs can be time-consuming. Secretaries often contend with numerous emails containing attachments, some of which are accompanied by complex instructions or require formatting and editing before inclusion.

This is where board pack tools such as BoardCloud can make a significant difference, simplifying the merging and formatting of documents.

Distribution of Board Packs

Historically, board packs were printed, photocopied, and physically distributed — one copy for each director and additional copies for archiving. Stacks of paper in boardrooms were common, and the saying, “Many trees died for this board meeting,” was often true.

Two critical factors influence the effectiveness of a board pack:

1. Content selection – Too much information can overwhelm directors, while too little may leave them unprepared.

2. Timing of delivery – Sending the board pack too close to the meeting may limit review time, while sending it too early can result in directors not engaging with it.

Delivery of Board Packs

While board packs were once couriered or hand-delivered, most South African organisations now rely on electronic distribution.

Fortunately, the law permits digital distribution to directors. Email has become the most common method of delivery — but it comes with challenges:

• Unreliable delivery due to email system issues

• Weak security during transmission

• Poor security in recipients’ mailboxes

• Directors potentially missing key documents in cluttered inboxes

As a result, many boards are turning to dedicated board portal platforms like BoardCloud, which offer secure, trackable, and efficient document delivery options tailored for South African governance standards.

The Solution to Board Pack Distribution

There is a solution. To find out more click here:

An electronic pack distribution system that can reliably deliver documents to directors, provide governance compliance and allow for digital signing.

[Updated: May 2025]