prereads

Prereads, or pre-read materials, are documents circulated to participants before a meeting or decision-making session so they can review information in advance. They accompany an agenda and are the substantive content that informs discussion, not merely a list of topics.

Content and purpose: Prereads typically include executive summaries, proposed decisions, financial data, risk assessments, policy notes, project updates, and relevant attachments. They are designed to provide enough context so attendees can contribute meaningfully, ask informed questions, and keep in-meeting time focused.

Distribution and use: Prereads are shared several days before a meeting via email, a document portal, or an enterprise collaboration system. Viewers are usually asked to read and may submit questions or comments by a deadline. In boards or governance bodies, they are part of a briefing package or board book with an index and action items.

Best practices: Keep prereads concise and focused, with a short executive summary and clear recommendations. Structure content by decision point, include key metrics, present options, and flag uncertainties. Use version control, set page limits, and ensure accessibility. Avoid late updates that disrupt preparation; protect confidential materials as required.

Variants and considerations: Practices vary by sector and organization. Some use short-form briefing notes for routine topics, others publish comprehensive briefing books for major decisions. Prereads can improve efficiency but risk information overload if not managed well.

Related terms include pre-reading, briefing materials, briefing books, and board packs.