Governance isn’t just about structure—it’s about clarity, timing, and making it easy for the right people to make the right decisions.
Recently, Sydney Anglican Property (SAP) Corporate Secretary, Jessica Williams, ran a training session with the SAP team on how to write effective board papers – so we thought we’d share the good news!
With a background in managing mergers, acquisitions, and divestments across telco, tech, resources, and retail, Jess is no stranger to high-stakes decision-making, and below she shares her top tips for writing great board papers.
And at SAP, we know that good governance isn’t just for boards—it’s essential for parish councils too. Clear, well-structured proposals help leaders engage effectively, ask the right questions, and make wise decisions without getting lost in detail.
So, whether you’re preparing a proposal for a building project, a financial decision, or a ministry initiative, these principles will help ensure your board papers are clear, concise, and action-focused.
1. First, ask: Do you need a paper/report?
Before you start typing, pause. Could this be a conversation? A management decision? An update elsewhere? If yes, save everyone’s time and take the right approach.
2. Get crystal clear on purpose: What, why, and when
If you do need a paper, define three things upfront:
- What decision or action is needed?
- Why is it necessary?
- When does it need to happen?
If you can’t answer these questions, you’re not ready to write.
3. Know your audience: Who are you writing for?
Your board/parish council members may be volunteers with diverse backgrounds and responsibilities not full-time governance experts. Help them by writing clearly, concisely, and in a way that makes their job easier.
Consider:
- What do they need to know to make a wise decision?
- How does this board paper connect to their goals and priorities?
- What is the most effective way to present the information?
Governance isn’t just about rules—it’s about relationships. A well-written paper acknowledges your parish council as partners in decision-making, not just a bureaucratic hurdle.
4. Start with the destination (You’re not writing a mystery novel!)
Your audience should never have to ask, “Where is this going?” Lead with:
- What you need from this forum
- Your recommendation
- Why action is necessary
Then, outline the key considerations:
- Rationale for your recommendation
- Key risks and opportunities
- Alternative options
Save (relevant) detailed data and background for appendices—only include what’s necessary in the main board paper.
5. Consider creating and using a template
A well-structured board paper gets straight to the point:
- Key points: What’s the big picture? Can it be understood in 60 seconds?
- Purpose: Why is this paper in front of the board/parish council?
- Recommendations: What decision is required?
- Background: Only relevant context—no unnecessary history lessons.
- Discussion: The rationale, options, and risks.
- Next Steps: Who is responsible for what?
Now prune it again. Your goal? A board paper so clear that your audience can replay the key message back to you in 30 seconds.
6. Sharpen your writing: Less is more
Before you start writing:
- Plan your structure.
- Be clear on your key message.
- Start early—good board papers (and good reviews) take time.
While writing:
- Be structured and succinct.
- Use bullet points, tables, and visuals where helpful.
- Avoid jargon and unnecessary complexity.
After writing:
- Review it from your audience’s perspective.
- Cut any line that doesn’t add real value.
- Get feedback—someone else will always see what you missed.
7. Share, reflect, and improve
Great board papers aren’t just written; they’re practiced over time.
After each meeting, ask:
- Did the paper achieve its purpose?
- Was it easy to engage with?
- What can be improved next time?
And remember, good governance isn’t just about process—it’s about enabling people to work well together. Writing with clarity and purpose helps everyone to serve more effectively.
So, next time you sit down to draft a paper, think: Am I making it easy for my people to make a wise decision? If the answer is yes, you’re on the right track.
For more insights from Jess, check out our article on the importance of good governance practices.