Board Meeting Preparation: A CFO's Checklist
The best board meetings are won in preparation. Here's a week-by-week checklist to help you run meetings that create real value.
The Preparation Timeline
Start preparing 2 weeks before your board meeting. Send materials 2-3 days early. Use meeting time for discussion, not presentation.
A well-prepared board meeting creates alignment, surfaces important discussions, and moves your company forward. A poorly prepared one wastes everyone's time and erodes confidence in your leadership.
As fractional CFOs, we've helped prepare dozens of founders for board meetings. This checklist captures everything you need to do, organized by timeline.
For complete guidance on board communication, see our Ultimate Guide to Board Decks and Investor Updates.
Why Preparation Matters
Board members are busy. They're serving on multiple boards, running their own firms, and have limited time to engage deeply with any single company. Your job is to make it easy for them to add value.
Respect Their Time
Sending materials early lets board members review asynchronously and come prepared with questions.
Focus on Discussion
If board members read ahead, meeting time goes to strategic discussion rather than presentation walkthrough.
Build Confidence
A well-organized meeting signals competent leadership. Chaotic meetings make investors nervous.
2 Weeks Before the Meeting
T-14 Days Checklist
- Confirm logistics
Date, time, location (or video link), expected duration
- Send calendar holds
Include video link, dial-in, and physical address if hybrid
- Identify strategic topics
What 1-3 topics need board input? Start framing them now.
- Request agenda input
Ask board members if there's anything specific they want to discuss
- Start gathering data
Request updated numbers from finance, sales, product teams
1 Week Before the Meeting
T-7 Days Checklist
- Draft the board deck
Use our board deck template as a starting point
- Finalize financial slides
See financial slides guide for what to include
- Pre-wire difficult topics
Call board members individually about any bad news or sensitive issues
- Confirm attendees
Who from your team will present? Do any board members have conflicts?
- Prepare consent items
Any formal approvals needed? Option grants, minutes, etc.
2-3 Days Before the Meeting
T-2/3 Days: Send Materials
- Send the board deck
Email with clear subject line, attached deck, and brief summary
- Include the agenda
Time blocks for each section so board members know what to expect
- Highlight discussion topics
"We specifically want your input on X, Y, and Z"
- Optional: record a walkthrough
A 10-minute video overview can help board members absorb material faster
Critical: Don't send materials the night before. Board members need time to review and come prepared. If you're not ready 2 days out, consider whether you're prepared enough to hold the meeting.
Day of the Meeting
Day-of Checklist
- Test technology (30 min before)
Video, screen share, audio. Have backup options ready.
- Print backup materials
Physical copies in case of tech issues (for in-person meetings)
- Brief your team
Who's presenting what? Who handles what questions?
- Designate a note-taker
Someone to capture decisions, action items, and key discussion points
- Have detailed data ready
Appendix slides and backup numbers for anticipated questions
During the Meeting
Sample Agenda (90 minutes)
Board Meeting Agenda
Meeting Best Practices
Do
- • Start and end on time
- • Summarize rather than read slides
- • Leave time for questions
- • Take notes on action items
- • Manage time actively
Don't
- • Read every slide verbatim
- • Get defensive about questions
- • Let one topic consume all time
- • Skip the strategic discussion
- • Forget to capture action items
Pro Tip: If board members read the deck in advance, spend only 2-3 minutes per section summarizing key points, then open for questions. Use the time you save for strategic discussion.
After the Meeting
Post-Meeting Checklist (Within 24-48 hours)
- Send meeting summary
Key decisions, action items with owners and deadlines
- Draft board minutes
Formal record of attendance, resolutions, votes
- Follow up on asks
If you asked for intros, follow up with specifics
- Thank board members
Brief note thanking them for time and input
- Schedule next meeting
Get it on calendars while everyone is thinking about it
Meeting Summary Template
Subject: [Company] Board Meeting Summary - [Date]
Attendees:
[List of attendees]
Key Decisions:
- Decision 1
- Decision 2
Action Items:
- Action item → Owner → Deadline
- Action item → Owner → Deadline
Open Items for Next Meeting:
- Topic to revisit
Next Meeting:
[Date, Time, Location]
Quick Reference Timeline
Need Help Preparing for Board Meetings?
Eagle Rock CFO helps startups prepare for board meetings—from building the deck to coaching on presentation. Let us help you make your next board meeting your best one yet.
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