At the heart of every successful organization, a well-run Annual General Meeting (AGM) serves as a tool for reporting on the past, serving as a touchpoint with members, and an opportunity to plan for the future. But it can be hard to know what steps to take in conducting a successful AGM.
Is a new director joining the board?,Are you getting to conduct the Annual General Meeting for the first time? Or do you want to improve your current strategies with your AGM? Whatever your reasons, keep reading to learn more about how to plan a successful AGM.
Call for the Meeting/Event
The company’s board of directors is responsible for calling an AGM. The board must call the AGM within six months of the end of the financial year. The board must send notice of the AGM to all shareholders. You must send notice of your AGM to them at least 21 days before it’s held so that they can prepare for and attend it. This can be done through a notice in the newspapers or online via email or website updates.
Prepare the Agenda
The agenda should be prepared a while before the meeting. The agenda should be short and specific. It should also be easy to understand and contain essential topics discussed during the meeting. In addition, it must contain important topics that require discussion by all company members.
Prepare Financial Statements
The company’s accountants prepare the financial statements. It is a set of documents that gives an accurate picture of the performance of a business entity and its financial condition. They are usually prepared as a balance sheet, profit and loss account, and cash flow statement. All the financial statements should be prepared and made ready for the meeting as it is an integral part of the agenda. Inferences to these must also be ready.
Assign Roles and Responsibilities
To make the AGM successful, you should ensure that you have delegated the roles to the team members. They should also be readily available at the meeting spot to make the process run smoothly without any deviations. Explain the functions clearly to your team and include them during the planning sessions.
Make Arrangements for the Meeting
You must ensure that you have booked the venue through your office or an external party. You must choose a place that is accessible for all those who will be coming in for the meeting and provide adequate seating arrangements. Ensure that the venue has facilities to hold a screen for presentations and all the other technical aspects. You should visit the venue before booking it to ensure that the place has everything you need for the meeting.
AGM is a great way to keep shareholders informed about the activities of the company and its progress. It also allows them to voice their concerns in a formal setting. As we have seen, conducting an AGM can be a lot of work, but hopefully, this guide has helped you understand all the steps involved so that you can do it yourself next time!