Five Things To Remember When Planning An AGM

1. The Forgotten Shareholders

Most companies focus on their institutional shareholders but what about their retail investors? You can boost engagement and prevent disenfranchising them if you ensure accessibility through clear communications and easy to use voting mechanisms. You can find out more about retail shareholder voting here.

2. The Complex Resolutions

AGM resolutions are often jargon heavy, technical and difficult to understand. If your shareholders don’t understand them, how can they vote on them? You can fix this by providing plain language summaries in addition to the formal documents. Some companies even provide videos explaining what each of the resolutions mean. This can be a very useful tool.

3. Questions At AGMs

The provision of a Q&A session at an AGM is important but it can quickly spiral into off topic discussions and complaints. A well-structured submission process so that questions are screened in advance and prioritising those that add value and are relevant can keep the Q&A session focussed and structured.

4. Post AGM Communication

Once the meeting is over, communication shouldn’t stop. A company can use this time to provide a clear post-AGM report which summarises key discussions and voting outcomes. This helps with transparency and shareholder engagement.

5. The Small Things

Sometimes the smallest of things can derail an AGM so it is worth double-checking things. For instance, you may have booked the venue for the AGM over a year ago. But have you checked whether there are any road works or closures around your chosen venue? If your venue is in a central location, have you checked whether there are any VIPs visiting in the area as this may mean additional security measures. Also don’t forget to ensure that you have sufficient copies of your Annual Report on site. It can be surprising how many attendees ask for a copy.

Showcase Your Best

So, as you can see, AGM planning isn’t just about ticking the regulatory boxes. A company can use an AGM to demonstrate engagement and responsiveness to shareholders which, in turn, can help to positively showcase your organisation.