Based on their experience developing global share plans, we invited experts from Deloitte, Aon, Linklaters, Worldpay, Quilter plc, Shearman and Tapestry Compliance to offer their best practice advice at the Employee Services Forum 2018. This article summarises their insights.
1. Taking the first steps: Setting a strategy and planning action
Bearing in mind your culture and employee strategies, agree what you want to achieve from the share plan, so you can decide on the most appropriate. Is it, for instance, about retaining people for the long-term, helping them feel like part of the company or ensuring good financial health for all your employees?
At a top level, agree budget and a timeline, including any key upcoming corporate milestones. Decide who the key team members are for delivery and get backing from the top echelons of the organisation for the initiative.
Decide which employees in which countries will be covered by your plan. Will you, for example, focus on areas where you have a larger workforce?
Now look into the share plan options for each country, as they vary widely. Just looking at three countries reveals the differences:
Boxout: Quilter plc case study
When Old Mutual Wealth underwent a managed separation, one of the four new companies, Quilter plc, took the opportunity to review the most appropriate share plans to offer to employees across the world.
The board wanted all employees to be shareholders in the business at listing and explored several options for this over a very short time period. They decided that a Free Share Award was the best way to recognise the role their employees had played in getting the company to the listing, celebrate the event and bring everyone on the next phase of their journey as a plc. A SAYE scheme is planned for the near future.
2. Getting into the details: Compliance considerations
Work out what you need to take into consideration for your share plan to be compliant. In each of the countries it will cover, look at:
- Securities laws
- Exchange control regulations
- Tax rules
- Data privacy
- Employment laws
- Banking regulations
- Financial services regulations
- Company law
Decide how often you will check you are doing everything you can to remain compliant now and for the future – usually annually or continually rather than only when things change.
3. Making it matter: Communications
Now you know what is going to be offered, consider who needs to know – when will you speak to works councils and investors, for instance?
How will you help your employees understand the plan’s benefits and make sure they have all the information they need if any decision-making is required? What is the best avenue for communications bearing in mind the demographics of your workforce and the way your business is set up? Think about both the short-term and the long-term, considering combining some or all of the following options to communicate effectively:
- Email campaign
- Live online portal
- Augmented Reality
- Social media
Running a share plan in multiple countries is a highly specialist project that requires co-operation across HR, risk, legal and compliance – not just during this set up phase but from now on. These are just the initial steps to take and for more help with setting up a global share plan, get in touch with Phil Ainsley or take a look at the slides in the sessions covered in this article:
Breakout 2: The Global Face-Off US v UK v France
Breakout 4: The Demerger and Flotation of Quilter plc