[TheAssistant]

I am searching for information on a process to better organize our board books and the materials that are sent out ahead of the meeting for board members' review and preparation.

Specifically
1. How to make the book tabs and agenda consistent with one another
2. When materials are sent out prior to the meeting, how to indicate what section of the board book they are to go in
3. Should the board books have a complete set of materials placed in them even when some materials have gone out prior to the meeting? Or, are board members expected to place their materials in the board book in the proper section when they arrive?

I am looking for a source to answer these and other questions about best practices for board books, and would appreciate any suggestions.

[Jodith]

I always assume a board member will lose anything sent to them outside of the meeting packet. Therefore I include any items sent previously in the board packet. I haven't had any complaints about that yet. This was, by the way, for a non-profit board where the board members were volunteers, so needless to say, we bent over backwards to accomodate them. It may be different in a corporate board where the board members receive compensation for their service.

I set up my board books to match the agenda. At my last position, we had a standardized agenda. All board meeting items were listed under one of the 8 agenda categories. I used those categories for the tabs in the board packets.

[deana79]

I agree with Jodith. I always "assume" that the board will not bring the materials I have previously sent them and therefore include those items with the materials distributed at the meeting. I'd rather have extras then have members without the necessary information.

[Patricia]

I agree as well. I always include anything in the binder that is necessary whether I sent it previously or not. And I also use my agenda a the table of contents to the binder. Item 1 is Tab 1 and so on and so forth. It is easy to use for everyone.

[sflorin]

To get the most from any meeting you run you need FOCUS, attention to detail and a good plan !
But most of all you need the Mental focus necessary to be at your very best.....
Live with focus !
VIBE