How boards and management can use AI for better board papers | Kerryn Newton posted on the topic | LinkedIn

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CEO | Non-executive director | Board & Governance Specialist | The Board Whisperer

1mo

Getting board papers right is often a frustration for #boards and #management alike. But what if boards provided collective feedback as to the nature, content and style of board papers and reports AND this 'board persona' was used by management in preparing papers using an enterprise #AI system? I explore the benefits of this approach in this #boardwhisperer episode.

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Transcript

In the work that I do with boards, I'm talking to a lot of executive managers and a common lament of executive managers is the hamster wheel of board papers. And by that I mean they're writing board papers for a board meeting, they've just dealt with the actions out of the board meeting and they're writing papers for the next board meeting. And on the flip side, what I hear from directors is usually some common themes around what they need in board papers, and that they're not necessarily getting. Common themes are - papers are too long; they could be more succinct; there's not a clear ask at the board; there could be more analysis and insights; there's not enough linkage between the papers. And indeed, we also have to bear in mind that directors are only coming into the organisation infrequently, and so papers need to include a certain amount of content that keeps directors reminded of the thread of what the paper might relate to or other relevant matters. As a CEO said to me recently, director memory muscle is a real thing. So how do we get out of this loop of frustration faced by boards and management? Well, I think AI is the answer. And assuming we've got an enterprise AI tool that we can use, where confidentiality is guaranteed, wouldn't it be great if, say, the company secretary collated all of of the board's instructions and guidance on what it needs in papers and put this into a board persona - a document that can be used whenever management's writing board papers to test is this what the board needs? Because that template, that persona should have the voice of the board. And so, for example, it might throw out questions when management puts board paper in as to 'could this could be more succinct'? Can you express this in three bullet points as opposed to two paragraphs? There isn't a clear ask of the board and consider redrafting the front of the paper. Or can you better link this paper with the risk framework or the opportunity framework that the organisation has? So the idea is that what we're doing is really not saving documentation per se, but streamlining documentation. Making management's job easier as well as the board's job easier. And at the end of the day, that helps everyone get off the hamster wheel particularly for executive managers. They can get back to what they really want to do, which is run the business, and directors can get back to what they really want to do and that is effectively govern the business.

Andrew Donovan FAICD, graphic

Andrew Donovan FAICD

Board Adviser | Non Executive Director | Thoughtpost Governance Founder | Consigliere Private Counsel

1mo

Agree 100% Kerryn. AI is the answer. A while back (pre AI) a listed company created a board user interface directly into the org data sets, which allowed this great idea of yours of the "voice of the board" through the interface but it also allowed directors to look at data in different ways and the interrogate issues (time for example trend and comparison data) without the need to use up precious management time. The caution is directors need to know their role and have the discipline to not go down rabbit holes.

Belinda Abbott GAICD, graphic

Belinda Abbott GAICD

CFO Advisor | CFO Strategic Initiatives | Risk and Governance

1mo

Thanks Kerryn, it would be great! ....Communication through board papers in a way that helps both Management and the Board carry out their roles efficiently and effectively, another tool making it easier to get the right information at the right time to make decisions.

Cathy McGuane, graphic

Chair✦ Strategic Leadership✦ Director✦ Executive Management✦ Customer Service, Growth and Retention

1mo

Love this Kerryn. Such a relevant topic for all parties.

George Elkhair - FAICD, graphic

George Elkhair - FAICD

Executive Director II Private Investor II NED II Mentor II NFP II Social Impact II Governance II Community LeaderII

1mo

Well outlined Kerryn. So vital to get this right for board effectiveness.

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