How to Get the Most Out of a Governance Documentation Review
If your organisation is planning a governance documentation review, a little preparation goes a long way. A review of your board and committee charters, governance policies, and related processes is a valuable exercise, and the right preparation makes all the difference.
Here's how to set your organisation up for a productive review.
Be clear on scope from the start
Governance documentation reviews can mean different things to different people. A documentation review focuses on the quality, currency, and consistency of your governance documents: your board charter, committee terms of reference, governance policies such as conflict of interest, delegations of authority, expense reimbursement and remuneration, fit and proper person, and director induction and professional development frameworks. It is distinct from a board performance evaluation or skills assessment, which assess how well the board and its members are functioning, or how aligned the board’s skills are to the organisation’s strategy.
Being clear on scope at the outset, with both your consultant and amongst your board, avoids confusion and ensures everyone understands what the review will and won't cover.
Gather your documents before you begin
Before your review commences, take stock of what governance documentation your organisation actually has. Gather your current charters, terms of reference, governance policies, and any related frameworks or processes. Note where documents are stored, who owns them, and when they were last reviewed or updated.
If you can't easily locate your governance documents, that's useful information in itself and something a review can help you address.
Know your regulatory and reporting context
Your governance documentation doesn't exist in a vacuum. It needs to reflect the legislative, regulatory, and reporting environment your organisation operates in. Before your review, make sure your consultant understands your context as this will shape what good governance documentation looks like for your organisation.
Identify your pain points
Think about where your current governance documentation is falling short. Common issues include:
Board and committee charters that haven't kept pace with how the organisation has grown or changed
Committee terms of reference that are unclear or overlapping, creating confusion about where responsibility sits
Conflict of interest policies that don't reflect current better practice or regulatory expectations
Delegations frameworks that are inconsistently applied or no longer reflect the organisation's structure
Gaps in documentation that create process inefficiencies and leave the organisation exposed.
Coming into a review with a sense of your known pain points helps focus the work and ensures the review addresses what matters most to your organisation.
Be ready to engage
A governance documentation review is a collaborative process. Your consultant will need access to key people such as the board secretary and Chair, and the CEO, to understand how your organisation operates in practice. Making time for those conversations and being open about the challenges your organisation is facing will result in recommendations that are practical and genuinely useful.
Act on the findings
Most importantly, be prepared to act on what the review finds. A review that results in a report that sits on a shelf has limited value. Build in time and resources to implement agreed recommendations and consider how you will track progress and report back to the board.
A governance documentation review is an investment in your organisation's foundations. With the right preparation, it can deliver lasting improvements to how your board operates and in turn how your organisation is governed.
Photo by Alexander Grey on Unsplash
