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Get the board pack out on time, every time
A countdown plan for board papers with reminders, chasers and a cover summary, so the pack goes out complete and on schedule.
When to use it
Three weeks before each board meeting
Step by step
Work back from the meeting date
Ask your AI assistant for a timeline you can reuse for every meeting.
Prompt to copyI'm an executive assistant preparing a board pack. The meeting is on [date]. Papers needed: [list papers and their authors]. The pack must go out [number] days before the meeting. Create a countdown plan with dates for: request papers, first reminder, deadline for drafts, chaser, review by [executive], final deadline, and pack circulation. Then write a short, polite paper request email and a firmer chaser email using [Author name] and [Paper title] placeholders.Put the dates in your calendar
Add each date as a calendar reminder for yourself, and send the request email to authors with the deadline clearly in the subject line.
Collect papers in one folder
Create a shared OneDrive or Google Drive folder for the meeting and ask authors to save their papers there, named in an agreed format.
Write a cover summary
Once papers are in, paste each one's summary section into your AI assistant and ask for a one-page cover note listing each item, what the board is asked to do (note, discuss or decide) and the page number. Check it against the papers before it goes out.
What you get
Countdown for 12 Dec board: 21 Nov request papers; 28 Nov reminder; 2 Dec drafts due; 3 Dec chaser; 4 Dec CEO review; 6 Dec final papers; 8 Dec pack circulated.
Tips
- Copy the plan into a saved note so next time you only change the dates.
- Board papers are often confidential, so check your organisation's AI policy before pasting them.