Product Team Board Meeting Prep

This is the process for quarterly board meeting prep, specific to the Product / R&D Org. This process is revisited on a quarterly basis and aligns with the broader company process. Feedback always welcome!

High Level Timeline

Actions Ideal timeline
CFO shares templates with e-staff 4 calendar weeks before board meeting
Pre-filled deck / memo are shared with team 4 calendar weeks before board meeting
Director+ team adds their content Varies by quarter (ideally 5 - 10 days)
David reviews deck / memo 12 business days before board meeting
Deck / memo due to CFO team 10 business days before board meeting
Board meeting day of board meeting
Reset for next board meeting 1 calendar week after board meeting

Detailed Tasks

Task Owner
CFO shares templates with e-staff; David share material changes to deck template with Natalie as needed David DeSanto
Create Deck:
- Make a copy of this template (Internal Only) specific for this quarter’s board materials
- Pre-fill data in deck, adjust dates / titles, etc (see notes in each slide for instructions)
- Tag owners in their respective areas of the deck
Natalie Pinto
Create Memo:
- Make a draft, using last quarter’s memo as a template
- Tag owners in their respective areas of the memo
Natalie Pinto
Create Slack channel:
- Channel name: #qx-fyxx-prod-board-deck
- Add to channel: everybody tagged in comments in the deck (director+ only)
Natalie Pinto
Share board prep materials
- Share deck and memo files with relevant Director+ people
- Send message in slack channel with timeline and expectations for board prep (see template below)
Natalie Pinto
Add focus time on calendars for PLT members
- Two 1-hour periods
- Include link to deck and any other required resources
Jennifer Garcia
Deck Content Creation
- Specifics will vary by quarter
PLT, ELT, Director+ Prod / Eng
Reminders / Progress Checks
If the contributing team has ~5 days, then do this check in 2 days before their deadline
- Review current status of deck and memo. Reply to comments, tag people as needed
- Add a status summary to board channel (see template below)
- Ping people individually the following day if no response

If the contributing team has ~10 days, then add this additional check-in around day 5. You should still do the above check-in 2 days before their deadline.
- Review current status of deck and memo. Reply to comments, tag people as needed
- Send a friendly reminder in the board prep slack channel
Natalie Pinto
Submit Content for Review
- Do a final pass through of the deck and memo; check for any last minute edits
- Send deck and memo to David for review
Natalie Pinto
Finalize Deck
- Review deck and memo and tag people in comments with feedback
- Second pass of content by content creation team, as needed
David DeSanto
Submit board materials (deck and memo) to CFO team Natalie Pinto
Wrap Up / Reset
- Ask folks for feedback on the board process this quarter (see template below)
- Close Slack channel
- Check calendar and set a calendar event / reminder to start this process 4 weeks prior to next board meeting
- Update template and instructions for next quarter as needed
Natalie Pinto

Communication Templates

Click this to expand / collapse

Slack Message: Board Prep Intro

I've started this channel so we have a place to discuss updates to the Qx-FYxx board deck [link].

Our goal is to have the deck updated by xx-xx so David can review and provide feedback before the company-wide deadline of xx-xx.

I've tagged each of you for updates in the comments of the relevant slide. A couple notes:

- Don't worry too much about formatting. I'll tidy everything up as needed.
- Reminder that the audience for this deck is Director+.

Slack Message: Status Update

Hey all, here's the latest status for the board deck. Reminder that we're trying to have this complete by the end of the day on xx-xx (pacific time).

Incomplete slides
1. Slide 1: xyz
2. Slide 3: xyz
3.
Next steps

Material changes to be aware of

Slack Message: Feedback Request

The board content is all wrapped up for Qx! Thank you all for your work in putting these materials together. I'm going to close this slack channel since it's no longer needed. Feedback is always welcome - please let me know if you have any thoughts (positive or negative) about the board prep process.

Edit This Page

Do you have an addition or an update you’d like to make? Open an [MR] to this page and tag this page’s code owner Natalie Pinto for review and merge.