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All set for your AGM?
We're all starting to think about AGMs (in fact, the IR Department team has already supported clients through a few! As companies are often running virtual AGMs for the first time this year, our friends at IRM have put together some thoughts on the corporate website can be a great tool to support shareholders with understanding how to join and vote. Thanks to the team at IRM for allowing us to share this post.
Ensuring continued investor engagement in the midst of challenges in our current environment - that's quite an undertaking for ASX-listed companies this year.
Annual General Meetings (AGMs) are taking on new forms. Thankfully, after many years of contemplation, regulators have adapted more options for companies to fulfill requirements in the present environment.
Are you postponing or canceling your AGM this year? Going for a hybrid meeting? Perhaps you're having a solely virtual AGM, where your meeting will be entirely carried out via Zoom, Google Hangouts or other digital platforms.
Whatever strategy you're taking to perform your AGM, it's essential to have strong and open communication lines with your investors and stakeholders.
Use your AGM page to give investors all essential info in a dedicated section of your website. (Image source Unsplash.com)
One way to reinforce communications is through a dedicated section on your website, where attendees will find all things AGM, like an AGM page.
An AGM page can be the best tool at your disposal to deliver a smooth and well-run meeting. It's where you can easily upload all relevant information on your event. Sort of a one-stop shop where participants can access essential data from their smartphones or mobile devices.
Through this page, you can also give updates on your AGM, in case unexpected occurrences arise, like a change in time or day. This page can also provide live content on the day of your meeting and be used to deal with frequently asked questions pertaining to the business of the meeting.
No need for shareholders to comb your website for reports or materials related to your AGM. No wasted time searching for crucial facts and figures on the ASX platform or third-party news sources. Because all corresponding details will be conveniently presented in one page.
Here's a list of items to build for your AGM page:
- Schedule and agenda
Soon as it's decided on, post the date and time of your event on your AGM page. This way, your audience can clear their calendars ahead of time. Don't forget your agenda as well, so participants can get organised for it. These elements will help boost attendance and overall success of the meeting.
- Venue and webcast info
If you're holding a physical meeting that's open to guests, specify your venue's particulars via your AGM page (and in the notice of meeting.) Include a map and directions to get to the place, so the conference room will be easy to find.
If you're having a virtual meeting, give instructions for online participation as well as the Web-streaming links. Webcasting your AGM will enable shareholders to join the event from their preferred location. You can also share a recorded webcast on this page, once the meeting is done, for those who won't be able to join the session in real time.
Make your AGM page responsive on any mobile device.
- Company and shareholder documents
Upload the Notice of Meeting information and any relevant appendix material to your AGM page. Showcase your latest annual report, presentation and announcements. Consider including the Chairman's address from your recent annual report and whether there are other annual report features (numbers / key metrics, etc) that would be worth posting.
- Speaker and board bios
Will your chairman or CEO deliver a message during your AGM? How about adding their profiles in your AGM page as well as those of other speakers in the meeting? Perhaps include the bios of board members who would be in attendance or of those newly appointed to your executive team.
Provide the webcast link in your AGM page so investors can join the meeting from anywhere. (Image source Unsplash.com)
When all is said and done
An AGM page on your website can be the best tool to strengthen communications for your annual meeting. It's where you can deliver your event's schedule and agenda, venue and webcast info, company and shareholder documents, speaker and board bios, among other pertinent details.
Make things easier for you
You have a lot to prepare for your upcoming AGM. But you don't have to go it alone.
We can customise your AGM page according to your needs. Pretty sure it would help cover many items on your to-do list.
Speak to IRM via +61 2 8705 5444 or email clientrelations@irmau.com to get started (or visit www.irmau.com for more.)
