Formatting a board paper effectively involves structuring the content logically and clearly to ensure directors can quickly grasp the key information and make informed decisions.
Board papers serve different purposes, primarily falling into two categories:
- Noting papers: These are for information only, requiring no decision.
- Decision papers: These require the board to make a specific decision or approve a course of action.
Regardless of type, the goal is to present information clearly and concisely.
Key Principles for Formatting Board Papers
Based on best practices for structuring and coherence, follow these principles:
1. Get to the Point and Contextualise
Begin by immediately stating the purpose of the paper (Noting or Decision) and provide necessary background. Directors are busy, so lead with the most critical information. Clearly state what is being asked of them or what they need to be aware of.
2. Structure with a Central Idea
Every board paper should have one overarching idea. This main idea is the core message or purpose of the paper. Support this main idea with two to five supporting ideas. This structure helps to maintain focus and prevents the paper from becoming overly complex or rambling.
3. Order Information for Directors
Arrange the information in a way that is most helpful and efficient for directors. This typically means presenting the most important information (the 'ask' or the key takeaway) upfront, followed by supporting details, analysis, options (for decision papers), and recommendations.
4. Use Headings as Signposts
Effective headings are crucial for navigation. Use clear, descriptive headings throughout the document. They act as "signposts" that allow directors to quickly scan the paper and find the specific information they need without reading every word.
5. Group Related Items
Improve readability and logical flow by grouping items at every level of your paper. This applies to paragraphs under headings, points within lists, and even the overall sections of the paper. Grouping similar information together helps directors process the content more easily.
Recommended Board Paper Structure
While specific templates vary by organization, a common structure incorporates the principles above:
- Heading: Clear title reflecting the topic.
- Purpose/Recommendation: State immediately if it's a Noting or Decision paper and what action/information is required.
- Background/Context: Briefly explain the situation leading to this paper.
- Discussion/Analysis: Present the core information, analysis, and supporting ideas (using headings and grouping).
- Options (for Decision Papers): Outline viable alternatives and their implications.
- Recommendation (for Decision Papers): Clearly state the preferred course of action.
- Attachments: List and include supporting documents.
Using a table can help visualize the structure:
| Section | Purpose | Key Principle Applied |
|---|---|---|
| Purpose/Recommendation | State upfront (Noting/Decision), the core 'ask' or information. | Get to the point; Put information in best order. |
| Background/Context | Provide necessary foundational information. | Contextualise what you are saying. |
| Discussion/Analysis | Present the overarching idea and supporting ideas with detailed analysis. | One overarching idea + 2-5 supporting ideas; Group items. |
| Options | Detail alternatives for decision-making. | Put information in best order. |
| Recommendation | Propose the preferred decision. | Put information in best order. |
| Headings | Navigate the document easily. | Use headings as signposts. |
Remember to keep the language clear, concise, and professional. Avoid jargon where possible or explain it simply. The ultimate goal is to facilitate efficient and effective governance.
For further reading on structuring board papers, you can refer to resources like Write to Govern - Structure and Coherence.
