Board Meeting Prep

Board Meeting Prep

Generate complete board meeting packages — agenda, financial summary, KPI dashboard, risk register, and action item tracker.

What This Does

Takes your company context and produces a ready-to-present board package that covers what directors actually care about: cash position, burn rate, revenue trajectory, key risks, and decisions needed.

How to Use

Tell the agent what you need:

• "Prepare board materials for Q1 review"
• "Generate a board deck covering last quarter's performance"
• "Create an emergency board update on [situation]"

Board Package Structure

1. Executive Summary (1 page max)

• Company health: GREEN / YELLOW / RED
• Cash position and runway (months)
• Revenue vs plan (actual / forecast / variance)
• Top 3 wins since last meeting
• Top 3 risks requiring board attention
• Decisions needed from the board

2. Financial Dashboard

METRIC              | ACTUAL    | BUDGET    | VARIANCE  | YoY
Revenue             | $___      | $___      | ___%      | ___%
Gross Margin        | ___%      | ___%      | ___pp     | ___pp
Burn Rate           | $___/mo   | $___/mo   | ___%      | ___%
Cash Position       | $___      | $___      | $___      | —
Runway              | ___ mo    | ___ mo    | ___       | —
CAC                 | $___      | $___      | ___%      | ___%
LTV                 | $___      | $___      | ___%      | ___%
LTV:CAC             | ___x      | ___x      | ___       | ___
Net Revenue Ret.    | ___%      | ___%      | ___pp     | ___pp
Headcount           | ___       | ___       | ___       | ___

3. KPI Deep Dive

Revenue Breakdown

• By product line / segment
• New vs expansion vs renewal
• Pipeline coverage ratio (target: 3x)
• Win rate trend (last 4 quarters)

Customer Health

• Total customers / net adds
• Churn rate (logo + revenue)
• NPS / CSAT scores
• Top 5 accounts by ARR

Product & Engineering

• Features shipped vs planned
• Technical debt ratio
• Uptime / SLA performance
• Roadmap progress (% on track)

4. Risk Register

Risk Categories:

• Market / competitive
• Financial / cash flow
• Operational / team
• Regulatory / compliance
• Technology / security
• Customer concentration

5. Strategic Updates

Last Quarter Objectives — Scorecard

Next Quarter Objectives

6. Decisions Needed

For each decision item:

• Context: What happened and why this matters
• Options: 2-3 paths with pros/cons
• Recommendation: Management's preferred path
• Timeline: When decision is needed by
• Financial impact: Cost / revenue implications

7. Appendix

• Detailed financials (P&L, balance sheet, cash flow)
• Customer list changes (new logos, churned, expanded)
• Hiring plan vs actuals
• Cap table summary (if fundraising)
• Competitive landscape update

Agenda Template

BOARD MEETING AGENDA — [Company] — [Date]

1. Call to Order & Attendance           (5 min)
2. Approval of Previous Minutes         (5 min)
3. CEO Update & Executive Summary       (15 min)
4. Financial Review                     (20 min)
   - P&L walkthrough
   - Cash position & runway
   - Budget variance analysis
5. KPI Dashboard & Metrics              (15 min)
6. Product & Engineering Update         (10 min)
7. Go-to-Market Update                  (10 min)
8. Risk Register Review                 (10 min)
9. Strategic Discussion: [Topic]        (20 min)
10. Decisions & Votes                   (10 min)
11. Action Items & Next Meeting         (5 min)
12. Executive Session (if needed)       (15 min)

TOTAL: ~2 hours 20 minutes

Pre-Meeting Checklist

• Financial close complete (T-10 days)
• KPI data pulled and verified (T-7 days)
• Draft materials to CEO for review (T-5 days)
• Final materials to board (T-3 days minimum)
• Calendar invite with Zoom/location confirmed
• Previous meeting action items status updated
• Board portal updated (if applicable)
• Consent agenda items distributed

Post-Meeting

• Minutes drafted within 48 hours
• Action items assigned with deadlines
• Follow-up materials sent to directors
• Next meeting date confirmed

Tips

• Lead with the bad news. Boards hate surprises more than problems.
• One page of insight beats ten pages of data.
• Every metric needs context: vs plan, vs last quarter, vs industry.
• If you need a decision, frame it clearly with options and a recommendation.
• Send materials 3+ days early. Directors who read ahead ask better questions.

Need industry-specific board templates? Check out the AfrexAI Context Packs — $47 each, covering Fintech, Healthcare, Legal, SaaS, and more. Each pack includes sector-specific KPIs, compliance requirements, and benchmarks your board expects to see.

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