Why Board Meetings need Board Packs

Why Have Board Meetings?

Directors of companies convene board meetings to pass resolutions that govern and manage the affairs of the organisation.

The Companies Act outlines various legal requirements governing the constitution and conduct of board meetings. These include procedures for notifying directors, convening meetings, and meeting quorum requirements - the minimum number of directors who must be present for a meeting to be valid.

Effective Board Meetings

Board meetings are typically held on a regular basis. In the UK, boards are generally required to meet at least once a year. However, well-run boards usually follow a schedule aligned with the company's Articles of Association or other internal governance documents.

Why Are Board Packs Necessary?

Board members are expected to have a solid understanding of the matters to be discussed at meetings. This understanding is crucial to making informed and responsible decisions.

To assist with this, the company secretary compiles a set of supporting documents - collectively known as a board pack - which is distributed to all directors ahead of the meeting.

Compiling Board Packs

It is traditionally the responsibility of the company secretary to compile the board pack. Over the years, the PDF format has become the standard for distributing these materials, with all documents consolidated into a single digital file.

Creating PDF board books is often a time-consuming task. Packs are typically built from multiple emails with attached documents. These often include detailed instructions on formatting or how the content should be presented. Frequently, the documents require editing or formatting before being included in the pack.

A board portal solution such as BoardCloud can significantly streamline this process with tools for merging and structuring board packs more efficiently.

Distributing Board Packs

Many organisations have long relied on physical distribution - photocopying dozens of packs and distributing them by hand, courier, or post. It's not uncommon to see boardrooms filled with stacks of paper in preparation for a meeting.

The joke that “many trees died for this board meeting” has, until recently, been an unfortunate reality.

Two factors significantly impact the effectiveness of board pack distribution:

1. Content selection – Including too much information can overwhelm board members; too little may result in poor decision-making.

2. Timing of delivery – Sending board packs less than a week before a meeting may leave insufficient time for review. Conversely, sending them too early (more than two weeks in advance) may result in materials being overlooked.

Electronic Delivery of Board Packs

In the UK, distributing board packs electronically is now widely accepted and encouraged.

While traditional methods relied on postal or hand delivery, digital methods have taken precedence. Email is still commonly used, but it presents several challenges:

• Unreliable delivery – Email systems do not guarantee successful delivery.

• Security concerns – Emails and attachments may not be encrypted or securely stored.

• Overloaded inboxes – Important documents can be missed in busy inboxes.

• Compliance risks – There's no reliable way to confirm if directors have opened or read the documents.

A secure board portal like BoardCloud offers a far more reliable and secure way to distribute board packs. It provides access control, activity tracking, and guaranteed delivery of meeting documents - all in one platform

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]