Transitioning Board Papers onto tablets is trickier than it seems

Transitioning Board Papers onto tablets is trickier than it seems

Many companies are moving away from physical paper for board papers in favour of tablets.

Directors seem generally grateful not to take phone-book sized packs away for their weekend reading and all would agree that less paper is usually better. However, transitioning to tablets is more complex than it seems.

Today's ‘Tips & techniques for board writing on iPads & tablets' session presented by Mary Morel of Write to Govern and hosted by the Governance Institute of Australia highlighted that point.

In coming away from that session, I realised that coming to grips with the technology is not as easy as it seems, macro structure matters most of all, visual presentation matters more than in the past and micro issues matter more than you might think. Here is some more on each of these points:

Coming to grips with the technology is not as easy as it seems

  • Directors often use different devices for different boards to accommodate each company's policy and platform, which adds unexpected complexity as they come to terms with each different technology as well as the content of the papers.
  • Page flipping is harder on a tablet than with actual paper. Consider inserting your charts and graphs within the body of your text rather than asking Directors to scroll to the back of the document to find the chart and scroll back to the place where they were mentioned in the text.

Macro structure matters most of all

  • Conveying the essence of your message crisply and near the front of the paper is the most critical ingredient of a good paper, otherwise Directors may misconstrue your purpose and meaning from the outset
  • Adopt a consistent structure across all of your board papers, and avoid having different templates for recommendations, noting papers, etc. This makes it easier for Directors to work their way through all of the papers for your organisation and easier for the writers also.

Visual presentation of information matters even more than in the past

  • Using photocopiers to scan the papers into PDF form can lead to ugly documents that are difficult to read. Instead, use a PDF writer to create your papers and then open your papers on the right sort of tablet to check their readability.
  • Many Directors find that rotating tablets mid-way to read diagrams is disruptive, and ask for a consistent orientation (either portrait or landscape) throughout the paper and appendices.

Micro matters more than you might think

  • Small things like grammatical correctness can be distracting for those reading the papers and present a poor image of the writer. Mary has written some excellent material on this point .
  • Active language (‘She wrote the letter' versus ‘the letter was written by her') is generally better to read. However some companies still require people to write in the third person, e.g., Management wrote the letter, which makes active voice harder to use.

Keywords – #board papers #deliver your communication #board communication

 

Board Directors want thinking skills first, coding skills second (or third)

I came across a terrific article in the Australian Financial Review today that quotes two of Australia's most prominent board directors, Catherine Livingstone and David Gonski.

They had a thing or two to say at a recent education conference, which I thought might interest you too.

They suggested that rather than teaching our young people to code, we first need to teach them to think.

I drew three core ideas from the article:

  1. Both have been heavily influenced by school teachers who encouraged them to never accept mediocrity, and to keep trying, even when their results were very good.
  2. Both also advocate ‘less as more' in education. Less filling students' heads with as much knowledge as possible, and more focus on leaving space to open minds such that students are taught to think logically and analytically.
  3. Both had something useful for those of us who communicate to senior business audiences, such as boards.

Livingstone said: “I get quite taken aback sometimes when I see something written or proposed, on the lack of logic in developing an argument.”

Gonski added: “We have to have a broadness and openness … knowledge is important but the analysis of knowledge has to be taught.”

So, while a lot of attention is paid to polishing the delivery of our communication, it seems to me Australia's top decision makers are crying out for a clear and logical argument.

To learn to learn how to communicate complex ideas in a way that resonates with senior leaders, check out the Clarity First Program. It's our speciality.

 

PRESENTED BY DAVINA STANLEY

Davina has helped smart people all over the world clarify and communicate complex ideas for 20+ years.

She began this work when she joined McKinsey & Company as a communication specialist in Hong Kong where she helped others use the Minto Pyramid Principle. She continued helping others when living in New York, Tokyo and now back in Australia.

Her clients include experts across many disciplines across Australia, Asia Pacific, New Zealand, the UK and the US. She currently coaches a number of C-suite executives as well as many mid-level folk.

Boards at risk of missing material issues thanks to poorly written papers

Boards at risk of missing material issues thanks to poorly written papers

I went to a terrific lunch today hosted by Let's Connect Women, where two senior directors shared valuable insights about life as a Board Director.

Toward the end of the conversation someone asked how executives can help Board Members and the conversation rapidly turned toward board papers.

It was fabulous to hear what they do and don't like, but particularly how they see poorly crafted board papers potentially putting them at risk.

Here is a snapshot of their comments organised according to what they do – and don't like – about board papers.

They DO like:

Encouragingly, Ann Sherry (Boards include Carnival Australia, ING, NAB, Palladium, Sydney Airport, Australian Rugby Union), commented that it is possible to summarise the key points from a 1,000 page report on a single page.

Both she and Patrick Allaway (Boards include David Jones, Fairfax Domain, Woolworths South Africa, Metcash), agreed that this was not only possible but also desirable and that they would like the purpose and key message up front in their papers rather than having to dig for it.

However, there was much more discussion about what they don't like.

They DON'T like:

  1. Being exposed to the risk of missing material issues because they can't untangle the papers to find them. This was a real concern and one we can relate to in many of the papers we see.
  2. Getting a brain dump of the month's activities. This suggests that not much thought has gone into the papers and raises the question about management's decision making processes, not just their writing abilities.
  3. Having to spend all weekend sifting through the papers to identify the core message buried ‘somewhere on page 25'. They would much prefer it to be spelt out up front and supported by the rest of the paper or pack.
  4. Listening to business leaders read through page after page of 40-page PowerPoint decks. They would much prefer the highlights only, given they have read the details before the meeting, and spend the time in a detailed discussion about the issues the paper raises
  5. Forcing themselves to stay awake as someone provides them with every detail they know about an issue. The word coma was used …

I thought you might like to hear it from the horse's mouth.

Keywords: board papers, leadership communication, design your strategy, understand your audience