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Governance isn’t strengthened in the meeting — it’s strengthened before it.
For many boards and executive committees, the real quality of governance is determined long before anyone enters the room.
It happens when board papers are written, structured, and circulated.
As an Executive Assistant or Board Secretary, you sit at the centre of this process. You are often the quiet architect of how information flows to decision-makers.
When board papers are clear, concise, and decision-focused, meetings become strategic.
When they are not, meetings become clarification sessions.
Here are three practical ways to immediately improve board papers.
✔ Start every paper with the decision required
Too many papers start with background.
Board members should immediately see:
“What is being asked of us?”
A strong opening section should clearly state:
- The decision required
- The recommended option
- The strategic reason for the decision
When this is clear, board members read the rest of the paper through the right lens.
✔ Separate information from recommendation
Many papers mix data, commentary and recommendations together.
Instead, structure papers into clear sections:
- Purpose / Decision required
- Background
- Options and risks
- Recommendation
This structure dramatically improves readability and governance clarity.
✔ Make it skimmable
Board members often read packs across flights, between meetings, or late at night.
Help them by making papers easy to navigate:
- Use clear headings
- Include short executive summaries
- Highlight key risks and financial implications
- Avoid dense blocks of text
Good governance respects the board’s time and attention.
The hidden governance role
Strong governance doesn’t just rely on directors.
It relies on the systems and structures supporting them.
Executive Assistants and Board Secretaries play a critical role in shaping how information reaches the board — and therefore how decisions are made.
It’s one of the most influential roles in governance.
And often one of the least recognised.
At Vershaw, we work with executive support professionals to strengthen the practical systems that make governance work.
Because great governance is rarely accidental.
It’s designed.
- Alex
