Tomorrow's board meeting needs the pack distributed tonight. The CFO sent her piece an hour late, the CEO's section is still in review, and three appendices need to be merged in. Old way: panic. New way: 20 minutes of clean execution.
Here's the ritual.
Stage every section in one folder
`/Board/<meeting-date>/`. Each section as a separate PDF, named `01_Agenda.pdf`, `02_CEO-Report.pdf`, `03_CFO-Pack.pdf`, and so on. The numeric prefix is your merge order.
This discipline starts the moment the meeting is scheduled. Authors deliver to the folder; the secretary doesn't chase by email.
Merge into the board pack
Merge all sections into a single PDF: `Board_Pack_<date>.pdf`. The numeric prefixes ensure correct order. One file. Five seconds.
If the meeting has confidential annexes that only some directors should see, prepare two versions: full pack and redacted pack. Redact the sensitive section in the public version.
Compress and protect
Board packs balloon — easily 60+ MB with charts and tables. Compress before distribution. Target under 15 MB for email-friendly delivery.
For sensitive material, password-protect the pack and send the password through a separate channel (text or call), not the same email.
Distribute via the agreed channel
Most boards use a board portal (Diligent, Boardable, Notion). Upload there as the primary; email as backup. Confirm with each director that they've received and can open.
Keep the original folder and the merged pack in `/Archive/Board/<year>/` indefinitely. Board minutes reference these forever.
FAQ
Should board packs always be password-protected?
For most boards, yes — even non-confidential material benefits from access control. Use the same password format your board portal already uses, or a fresh one per meeting.
What about late additions?
Append, don't re-merge from scratch. If a section lands after the pack is distributed, send a 'supplemental' PDF, named `Supplemental_<date>_<topic>.pdf`. Directors expect this.
How do I handle confidential annexes?
Separate PDF, separate distribution to the cleared directors only. The main pack references the annex by title but doesn't include it.
Should I include the previous meeting's minutes?
Yes — as an early section in the pack. Approving the previous minutes is usually agenda item one or two.
Board prep is repeatable. Set up your next meeting in Flint and ship the pack on schedule.