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Phase 1: Narrative (T-14 days)
- • Write the 3 things the board must leave knowing
- • Identify the 1–2 decisions you need from the board
- • Draft the CEO letter outline
- • Confirm board meeting agenda with the chair
- • Confirm any pre-meeting 1:1s with directors
Phase 2: Data (T-10 days)
- • Lock the as-of date for all metrics
- • Confirm one source of truth for each KPI
- • ARR / NRR / GRR
- • Cash and runway
- • Pipeline and bookings
- • Headcount and attrition
- • Product usage and engagement
- • Reconcile finance with GTM numbers
- • Flag any metric definition changes
Phase 3: Deck (T-7 days)
- • Pull data into your board template (Steerco does this in 30 minutes)
- • Generate financial pack
- • Generate GTM update
- • Generate product update
- • Generate people update
- • Insert strategic asks
- • Insert appendix and supporting data
Phase 4: Review (T-5 days)
- • CEO review of full draft
- • CFO review of financial pack
- • Department lead review of their sections
- • Resolve any data discrepancies
- • Final narrative pass on CEO letter
Phase 5: Distribution (T-5 days)
- • Upload to board portal (OnBoard / Boardvantage / Diligent)
- • Send pre-read with cover note
- • Schedule director 1:1s for hot topics
- • Confirm logistics, dial-ins, and physical room
Phase 6: Meeting Day
- • Print copies for in-room directors
- • Confirm presenter order
- • Have backup of deck on USB and cloud
- • Capture decisions and action items live
- • Send minutes within 48 hours
- • Schedule post-mortem with Chief of Staff
Key Takeaway
A board prep checklist is not bureaucracy. It is the mechanism that lets the CEO spend their time on the narrative instead of remembering what they forgot.