If there’s one page that board members need to refer to in a full board report or a board pack, it is the executive summary. It helps shape the board’s understanding of the areas that require attention, focus, or immediate action.
In this article, we tackle important tips on how to write an effective executive summary for board reporting.
WHAT IS AN EXECUTIVE SUMMARY?
An executive summary is typically a one-page document that provides board members with the information they require so they can appropriately decide on an appropriate course of action. It introduces the board to the contents of the full report in a structured manner.
WHY IS AN EXECUTIVE SUMMARY IMPORTANT?
A well-written executive summary informs board members without inundating them with data. After reading an executive summary, board members should feel they are appropriately apprised of board concerns, and be in a position to engage in the decision-making process.
THE BASIC STRUCTURE OF AN EXECUTIVE SUMMARY
A board executive summary must be clear and direct-to-the-point. Brevity is important. To help achieve these, executive summaries follow a basic structure similar to the “4P’s” approach — as discussed in this article:
Position: Explain the current state of things. Begin with where you are as of now.
Problem: Explain why the status-quo can’t be maintained. What is the problem encountered, or conversely, the opportunity the organisation faces?
Possibilities: Note down and state different ways to address the problem or opportunity. Include the advantages and disadvantages of each approach.
Proposal: Narrow down the possibilities and provide a clear recommendation on how to move forward.
With that methodology in mind, crafting an executive summary should include and involve the following:
1. Identify the purpose.
State the intent of the report. Is it to provide the board with an update? Is it to seek out input and/or a decision required? Make sure you’re able to answer why information is being presented to the board.
2. Provide context.
Offer some background and perspective as to why these matters are relevant at this particular time. In addition, state any actions taken taken, followed by a brief rationale for these.
3. List the key questions the board report will address.
Note down three to five questions that the full board report attempts to answer. This aligns the board with the mission-critical objectives that are being addressed.
4. Report on the findings.
The questions in the previous section should be answered as succinctly as possible. It’s important to list the answers in such a way that they parallel the structure of the board report. In this manner, board members can simply refer to that particular section in the board report if more information is required.
5. Make recommendations.
List down all proposed recommendations and cite any advantages/disadvantages the organisation stands to gain/lose from following through on these.
6. Use board management software to manage and share the executive summary report for the board.
Disseminate the executive summary along with the board report and/or board pack using a digital board management solution, or board portal, such as Boardlogic. Since items in the board report or board pack are often subject to last-minute changes, any updates to the executive summary can also be made in real-time. This eliminates having to email out multiple versions of the executive summary (and board report), or the need to reprint hard copies when changes have to be accommodated.
THINGS TO CONSIDER WHEN WRITING EXECUTIVE SUMMARIES
It’s always important to remember the audience one is writing for. Aside from being concise and succinct, keep in mind these other items when writing executive summary reports for boards:
- Keep it to one-page or approximately 400 words.
- Make use of white-space and don’t use a font smaller than 11-pt.
- Avoid technical or business jargon.
- Explain or spell-out abbreviations.
- Engage your board and try to use descriptive subheadings. For instance, instead of “Recommendations,” you might want to state “Solutions to Increase Revenue by 18%”
- Be clear and don’t be vague.
- Proofread the executive summary so as not to diminish its (and the report’s) credibility.
In a nutshell
The executive summary for board reports should be able to stand on its own merit. It provides context and structure to important board information. An executive summary should facilitate richer board conversations and empower the board with the right information for better decision-making.
Simplify information-sharing and streamline board management processes with Boardlogic. Reach out for a demo today.
Carissa Duenas