From f8b8d3c0849133d2d82eda21e50d406b1be4d60c Mon Sep 17 00:00:00 2001 From: Noubar Tedjirian Date: Wed, 21 Jan 2026 14:14:38 -0500 Subject: [PATCH 1/5] Update board.md --- src/handbook/company/board.md | 45 +++++++++++++++++++++++++++++++++++ 1 file changed, 45 insertions(+) diff --git a/src/handbook/company/board.md b/src/handbook/company/board.md index a578c2efea..8224c2f7d0 100644 --- a/src/handbook/company/board.md +++ b/src/handbook/company/board.md @@ -24,8 +24,24 @@ alternating succession. Calendar invites include all the folks expected to be at the board meeting, including our legal counsel. +## The Strategic Timeline + +Working from the meeting date, follow these milestones: +* T-minus 2 Weeks: Draft the agenda and create the deck or decks +* T-minus 1 Week: The Dry Run. First draft of slides complete. Present to internal stakeholders/executives. +* T-minus 2-4 Days: Final Board Package distributed (allows directors time to read). +* Meeting Day: Execution and note-taking. + ## The Meeting +### The Dry Run: One Week out + +Schedule a dry run meeting with all internal stakeholders a week prior to the actual meeting date. +Key Objectives: +- Finalize slides: Which slides require more support +- Audit the Data: Double-check the numbers +- Time Management: Ensure the presentation fits within 60-70% of the allotted time, leaving the rest for Q&A. + ### Prewatch Three business days before the meeting, the CEO will send a 5-10 minute prewatch @@ -111,6 +127,33 @@ The template is updated to fit the FlowFuse business. Slides are stored in the "Investors" folder in the "FlowFuse Admin" Shared Drive. +#### Sending out the deck + +2-4 Days before the board meeting, save the document as a pdf file and share it with the board members for review. + +#### Managing the Two Slide Decks + +**1. The Open Session Deck (General Team)** + +This deck focuses on transparency, high-level performance, and culture. +- Purpose: Celebrate wins, align on company goals, and share the "vibe" of the business. + - Highlights/Challenges/Focus +- Content: + - OKR updates + - Marketing highlights + - New hires + - Product roadmaps + +**2. The Closed Session Deck (Executive/Board Only)** + +This contains sensitive "Closed Matters" that require legal privilege or high-level strategic oversight. +- Purpose: Deep-dive into governance, sensitive financials, and high-risk decisions. +- Content: + - Compensation: Exec salaries, equity grants, and bonus structures. + - Legal: Pending litigation or regulatory updates. + - Strategic Moves: M&A discussions, fundraising details, or layoffs. + - Financials: Detailed burn rates and runway audits. + ### Post meeting action items Within a week after the board meeting, the CEO will distribute assets related to @@ -122,6 +165,8 @@ Assets will always include: 2. A link to the pre-shared materials for the Strategic Discussion 3. List of action items +Once everything has been finalized, share the high-level wins and strategic direction from the Open Session with your broader leadership team at the next Strategy meeting. + ### Meeting Minutes Meeting Minutes are compiled by our Counsel and shared after the meeting. They From 813682e4553bd1155594834437505cbe19958437 Mon Sep 17 00:00:00 2001 From: Noubar Tedjirian Date: Fri, 23 Jan 2026 09:47:30 -0500 Subject: [PATCH 2/5] Update src/handbook/company/board.md Co-authored-by: Zeger-Jan van de Weg --- src/handbook/company/board.md | 1 + 1 file changed, 1 insertion(+) diff --git a/src/handbook/company/board.md b/src/handbook/company/board.md index 8224c2f7d0..afcb6ff3b0 100644 --- a/src/handbook/company/board.md +++ b/src/handbook/company/board.md @@ -41,6 +41,7 @@ Key Objectives: - Finalize slides: Which slides require more support - Audit the Data: Double-check the numbers - Time Management: Ensure the presentation fits within 60-70% of the allotted time, leaving the rest for Q&A. +- Craft storyline and identify focussed discussions to resolve key challenges for the company. ### Prewatch From 99acf9887479c63cc3d8f7c706ed6bab993b64a2 Mon Sep 17 00:00:00 2001 From: Noubar Tedjirian Date: Fri, 23 Jan 2026 10:07:17 -0500 Subject: [PATCH 3/5] Update board.md --- src/handbook/company/board.md | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/src/handbook/company/board.md b/src/handbook/company/board.md index afcb6ff3b0..ee7adc5f6d 100644 --- a/src/handbook/company/board.md +++ b/src/handbook/company/board.md @@ -130,7 +130,7 @@ Drive. #### Sending out the deck -2-4 Days before the board meeting, save the document as a pdf file and share it with the board members for review. +2-4 Days before the board meeting, save the document as a pdf file and share it with the board members for review. Include minutes from last time and other assets in the same email. #### Managing the Two Slide Decks From 730bdf62dbb2da5275a8d121cbc3ce591a7443b5 Mon Sep 17 00:00:00 2001 From: Noubar Tedjirian Date: Fri, 23 Jan 2026 10:31:32 -0500 Subject: [PATCH 4/5] Update board.md --- src/handbook/company/board.md | 11 +++++++++++ 1 file changed, 11 insertions(+) diff --git a/src/handbook/company/board.md b/src/handbook/company/board.md index ee7adc5f6d..07d8f4209e 100644 --- a/src/handbook/company/board.md +++ b/src/handbook/company/board.md @@ -81,6 +81,17 @@ It would be highly appreciated if topics to be discussed are shared in advance w It is the CEO's responsibility to manage time in the meeting. +#### Stock Options Approval +Board approval is required for every new employee's options grant. For each applicable employee, the slide must include: + +- Employee name +- Title +- Current option allocation (if applicable) +- Options to be offered +- Fully diluted total ownership post-grant +- Vesting schedule +All information must be based on the final, executed offer letter. Employees included on this slide must have completed onboarding prior to the board meeting. + ## Metrics Key Metrics to include: From 11060bef0949b8232d92af70d7789113efb2c7fc Mon Sep 17 00:00:00 2001 From: Zeger-Jan van de Weg Date: Mon, 26 Jan 2026 11:01:12 +0100 Subject: [PATCH 5/5] Apply suggestions from code review --- src/handbook/company/board.md | 2 ++ 1 file changed, 2 insertions(+) diff --git a/src/handbook/company/board.md b/src/handbook/company/board.md index 07d8f4209e..6def578cf9 100644 --- a/src/handbook/company/board.md +++ b/src/handbook/company/board.md @@ -165,6 +165,8 @@ This contains sensitive "Closed Matters" that require legal privilege or high-le - Legal: Pending litigation or regulatory updates. - Strategic Moves: M&A discussions, fundraising details, or layoffs. - Financials: Detailed burn rates and runway audits. + - Approval of minutes of the last BoD + - Link to the finalized minutes from the previous board meeting which are stored in the FlowFuse Admin Shared Drive, under Investors, in the appropriate year folder. ### Post meeting action items