Writing for the Board of Directors
Board members provide strategic oversight, guiding the organization toward its mission while safeguarding its integrity. Writing for this audience requires an understanding of the role of the board and the unique demands on directors’ time and attention.
This guide will equip you with the tools and insights to create board papers and communications that are clear, concise, and impactful. By mastering this art you'll save your board members valuable time and ensure your proposals receive consideration.
Your writing should speak directly to the concerns of the board, these are:
- Strategic Oversight: Is this aligned with our long-term strategy?
- Risk Management: What are the potential risks and how are we mitigating them?
- Financial Prudence: What is the financial impact and is it a responsible use of company resources?
- Governance and Compliance: Are we adhering to the Companies Act, King IV, and other relevant regulations?
- Stakeholder Impact: How does this affect our employees, customers, and the broader community?
Key Principles of Effective Writing
1. Be Concise and Clear
Board packs can often run into hundreds of pages. Your document should be as short as possible without sacrificing essential information.
- Use an Executive Summary: Begin with a one-page summary that outlines the purpose of the paper, the key issue, the recommendation, and the required action. This is the most crucial part of your document.
- Front-Load Information: The most important information should be at the beginning of each section.
- Use Plain Language: Avoid jargon, acronyms, overly complex sentences, and define technical terms clearly.
- Make Use of Charts and Graphs: Visual aids like bar charts, line graphs, and pie charts can make complex data far more accessible.
2. Focus on the 'Why' and the 'So What'
Board members want to know the strategic implications, not day-to-day operational details.
- The 'Why': Why is this issue or decision important? What problem are we solving or what opportunity are we seizing?
- The 'So What': What are the consequences of this decision? What is the impact on the business, our strategy, and our stakeholders? How will this move us closer to our goals?
3. Provide a Clear Recommendation and Call to Action
A board paper is a tool for decision-making. Make your recommendations explicit and easy to find.
- State the Recommendation Upfront: The executive summary and the body of the document should clearly state what you are asking the board to do. Is it for approval, for discussion, or for information?
- Outline the Options: Where appropriate, present a few well-defined options with a clear analysis of the pros and cons of each. This demonstrates that you have considered all angles and empowers the board to make a well-informed choice.
- Specify the Required Action: Be clear about the next steps. Is a resolution needed? Who is responsible for implementation?
4. Present Balanced and Objective Information
Board members rely on you to provide a complete picture, warts and all. Do not cherry-pick data or hide potential downsides.
- Address Risks and Mitigations: Acknowledge and quantify the risks associated with your proposal. Present a clear plan for how those risks will be managed.
- Include Financial and Non-Financial Data: Back up your claims with verifiable data. Present financial figures alongside non-financial metrics, such as employee satisfaction, or brand reputation.
- Disclose Conflicts of Interest: Potential conflicts of interest must be explicitly declared. This builds trust and maintains the integrity of the process.
Practical Tips
Here are some actionable tips to refine your writing and presentation:
- Think Like a Director and Write to the Concerns of the Board: Put yourself in their shoes. Frame your recommendations within the context of good governance. Show how your proposal aligns with the principles of ethical leadership, the fiduciary duty, and effective control.
- Address Regulatory Requirements: Be mindful of specific South African legislation. If your proposal touches on labour law, or the Companies Act, ensure you reference the relevant sections and confirm compliance.
- Reference Committee Deliberations: If a committee (e.g., Audit, Risk, Remuneration) has already reviewed the matter, mention their findings and recommendations. This shows that the issue has been properly vetted.
- Adhere to a Style Guide: This includes font, font size, and consistent use of headings and bullet points.
- Number Your Pages and Paragraphs: This allows board members to easily reference the appropriate content.
- Use a Professional, Consistent Tone: Your writing should be formal, respectful, and authoritative. Maintain a consistent tone throughout the document.
- Proofread Meticulously: Typos and grammatical errors look unprofessional and can detract from your credibility. Always have someone else review your work.
- Submit Papers on Time: Adhere strictly to the submission deadlines for board packs.
- Work with the Company Secretary: Consider a pre-submission review with the Company Secretary. They can provide valuable feedback on tone, format, and content to ensure it meets the board's expectations and regulatory requirements.