What’s a meeting matrix and how can it improve the way boards work?
If you’d have told me five years ago that I would leave my role as Executive Assistant to the Company Secretary at Canary Wharf Group plc and become a client-facing consultant with my own portfolio of clients, I would have told you that you were off your rocker! And yet, here I am!
Kerry Round encourages us to play to our strengths, and the work I love doing is probably the work that a lot of Co Sec Assistants either don’t have the time or perhaps the inclination to do. However, I see the huge value it has for board directors, and as we always say: “happier Boards lead to better decisions”.
It’s one thing for our clients to ask us to put their board and committee papers together, but it’s another thing entirely to set up their board and committee framework so that it:
is efficient
improves decision making
saves board and committee members’ time
supports directors with their statutory duties
ensures boards and committees cover the agenda items they are supposed to.
When it comes to preparing for meetings, we don’t wave a magic wand, but we do like to refer to our box of tricks. We call it a meeting matrix. What’s inside, I hear you ask, well, let me tell you.
Included in our meeting matrix
To be good at governance, you’ve got to be a whizz at process and consistency. When it comes to board meetings, here’s what we use to stay on top of the game:
Annual rolling schedule of agenda items
A structured plan for the year ensures that all necessary topics are covered and no crucial matters are overlooked.
24-month rolling schedule of meeting dates
Consistency and foresight in scheduling meetings means operations are more likely to run smoothly and help stakeholders plan ahead.
Standardised paper heading sheet
Uniformity in paper formatting helps to keep information clear and concise for board members which helps with effective decision-making.
Title and presenter details
Summary of paper contents
Decision being asked, information, or discussion
Stakeholders affected (S172(1))
Timeframe and conflict of interest considerations
Financial implications
Minutes template
A structured format for recording meeting minutes ensures that all discussions and decisions can be captured accurately.
Matters arising schedule
To make progress and to promote accountability, tracking unresolved issues from previous meetings using a purposefully designed document helps.
Attendance tracker (essential for Annual Report disclosure)
Keeping a record of attendance promotes transparency and compliance with reporting requirements, enhancing corporate governance.
Board and committee member contact details, preferences, and PA information
Accessible contact information encourages communication and coordination among board and committee members, improving collaboration.
There’s nothing sci-fi about our matrix, just structure that allows board and committee members to navigate their responsibilities with confidence and precision.
Our meeting matrix is just one way we help our clients to transform their governance processes from burdensome chores into streamlined operations. We’ve not reinvented the wheel here; but we have fine-tuned it so that it turns with ease.
If you’d like help making your governance processes more efficient and successful, then please get in touch.