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 | LIKELIHOOD | IMPACT | MITIGATION | OWNER | STATUS | |---|------|-----------|--------|------------|-------|--------| | 1 | | L/M/H | L/M/H | | | Open/Mitigated | | 2 | | L/M/H | L/M/H | | | Open/Mitigated | | 3 | | L/M/H | L/M/H | | | Open/Mitigated |

Risk Categories:

Market / competitive

Financial / cash flow

Operational / team

Regulatory / compliance

Technology / security

Customer concentration

5. Strategic Updates

Last Quarter Objectives — Scorecard | OBJECTIVE | TARGET | ACTUAL | STATUS | |-----------|--------|--------|--------| | | | | ✅/⚠️/❌ |

Next Quarter Objectives | OBJECTIVE | METRIC | TARGET | OWNER | |-----------|--------|--------|-------| | | | | |

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.

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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.

Calculate your AI automation ROI: Revenue Calculator Set up your first AI agent: Setup Wizard

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.

Calculate your AI automation ROI: Revenue Calculator Set up your first AI agent: Setup Wizard