Whatever analytical or problem-solving tools you are using, you need to be able to state your key messages verbally or in writing in one or two sentences. What do directors know about your topic? A common mistake many writers make is assuming that the board has the same level of understanding about a topic as management, and they even fail to spell out their acronyms or explain their assumptions. Or they make the opposite mistake of thinking that the board knows nothing, but needs to know everything. They then give summary an overwhelming amount of background detail and technical information that smother the high-level key messages. The danger of this approach is that the conversation in the boardroom may be diverted from things that matter into inconsequential minutiae. What questions could directors want answered about this topic? When youre thinking about the board, you need to consider their role and their skill sets.
When you are writing a brief, here are some of the questions to ask yourself. Why is this paper going to the board? For example: Is twist the paper of strategic significance? Are there significant risks the board should be aware of? Has the board requested the information? Having a clear purpose and desired outcome sounds obvious, but i am surprised how often I hear from directors: I have no idea why i am reading this paper or what the writer wants me to do with this information. What are my key messages? Sorting out your key messages is harder than it sounds when you have the curse of knowledge about a topic.
Or even worse, you may have finished a paper and found a key stakeholder disagreed with its basic premises. Writing well is about managing your time, so you have the right amount of time to meet your deadlines. Too often people do not allow enough time for planning, which results in the revision and editing process taking a disproportionate amount of time. Please note, in this article i am talking about decision, discussion and noting papers, not the regular reports the board receives, such as the ceo and cfo reports. The consulting and planning stage, if you are lucky, youll be given a written brief, but in my experience, that doesnt happen often. If youre not given one, i recommend you write yourself one and use it to engage with your stakeholders before you write your first draft. As you are writing your brief, you may find it useful to discuss your ideas with a colleague. Talking about a topic often helps clarify your thoughts.
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Get guaranteed assistance and 100 confidentiality. This article first appeared in LexisNexiss journal, Inhouse counsel. Board papers are a bit like dirty dishes — once youve finished one lot, the next lot has piled up, and the board paper round begins again. So how can you make the process simpler for yourself? If you have a company secretarial role, you will be very familiar with the board paper process, but you may need to guide those new to writing board papers. Even if you are experienced at writing papers, you may have experienced having to rewrite your paper several times to satisfy your colleagues.
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