# Plan the board pack timeline and chase contributors

A backward-planned schedule for assembling the board pack, with owners, deadlines, and reminder messages that keep it on time.

- Topic: Meetings
- Framework: Few-Shot
- Level: Standard
- Tags: Research, Meetings, Write, Analyze, Fill-in Template
- Source: https://www.thinkwithprompt.com/prompts/plan-the-board-pack-timeline-and-chase-contributors

## Prompt

```text
Help me plan and run the board pack process for an upcoming meeting.

**Meeting date:** [DATE]
**Pack distribution deadline:** [e.g. "7 days before"]
**Agenda items and paper owners:** [LIST - item, owner, type of paper]
**Approvals needed before release:** [e.g. "CEO review, CFO sign-off, legal review"]
**Format and platform:** [e.g. "single PDF via board portal"]
**What went wrong last time:** [e.g. "finance papers arrived the night before"]

Give me:
1. **Backward timeline:** table - date | milestone | owner (first drafts due, review rounds, final papers, compilation, CEO review, distribution). Build in a buffer before the distribution deadline.
2. **Paper standards to send contributors:** cover sheet fields (purpose, decision required, key points, risks), page limits, file naming, template.
3. **Tracker:** paper | owner | draft due | received | reviewed | final | notes.
4. **Reminder messages:** a kickoff email, a friendly reminder 3 days before the draft deadline, a firm one on the day, and an escalation note to my executive for anything overdue - polite and clear about the knock-on effect.
5. **Compilation checklist:** page numbers, index, version control, consistent formatting, confidentiality markings, broken links, and final read-through.

Keep the messages short and specific about what's due and when.
```

## What to fill in

- DATE
- e.g. "7 days before"
- LIST - item, owner, type of paper
- e.g. "CEO review, CFO sign-off, legal review"
- e.g. "single PDF via board portal"
- e.g. "finance papers arrived the night before"

Free to copy and use. From ThinkWithPrompt (https://www.thinkwithprompt.com/), a library of 2,663 curated AI prompts.