BUSINESS ARTICLE

How full suite share registry services help with AGM preparation

How full suite share registry services help with AGM preparation

How full suite share registry services help with AGM preparation

boardroomsuperadmin Business Insights, Share Registry

Annual general meetings (AGMs) play a pivotal role in shaping the future of public companies by encouraging informed decision-making and strategic planning. These crucial gatherings bring together key stakeholders, including board members and shareholders, to collectively steer the company’s direction. They can help your company build shareholder confidence and maintain a competitive advantage.

In addition to traditional share registrar duties, a full suite share registry services provider can offer support for various types of meetings such as AGMs, extraordinary general meetings, and special general meetings, provide companies with secure processes to protect clients’ data while also offering a wide range of polling solutions and assistance for companies navigating the complexities of IPO listings. In this article, we focus on how full suite share registry service providers can empower businesses to prepare their board members for AGMs, with the view to facilitate meaningful shareholder engagement and promote strong compliance with local regulations.

Understanding annual general meetings

AGMs hold a critical place on the corporate calendar. They provide a platform for stakeholders to convene, deliberate and make decisions that shape the future trajectory of a company.

Per the Malaysian Companies Act, public companies must adhere to local AGM regulations regarding the following:

    Timing
    AGMs must be held once every calendar year, within six months of the company’s financial year-end and no more than 15 months from the last AGM.
    Location
    Companies incorporated in Malaysia must hold their AGM in Malaysia, regardless of whether the meeting mode is physical, virtual or hybrid.
    Quorum
    Unless the company has only one member, at least two people must be present at the AGM. Proxy attendance is permitted.
    Notice period
    Attendees must have at least 21 days written notice of the AGM date, but a 28-day notice period is advised for good corporate governance.

    In the lead-up to an AGM, the company secretary plays a pivotal role in preparing for regulatory compliance, precise documentation, and smooth communication, all essential for a successful shareholder assembly. However, AGM attendance rules and their adherence are the responsibility of the chair.

    Poor compliance can have serious consequences for your business. Disordered or legally invalid meetings can lead to shareholder complaints, fines and reputational harm, and recovering can take significant time and resources. Meanwhile, compliant AGMs that encourage open, orderly discussion will help to foster stakeholder confidence and bolster your corporate reputation.

    It is not unusual to feel daunted at the prospect of ensuring all your AGM obligations are satisfied, especially when requirements and standards vary for physical, virtual and hybrid formats. As a solution, many businesses engage professional full suite share registry service providers for personalised assistance with running productive, efficient and compliant AGMs.

    Preparing board members for AGM attendance

    Mandatory participation in the company’s AGM stands as a responsibility of board membership. AGMs play a crucial role in demonstrating your company’s commitment to transparency and accountability. Well prepared board members ensure a well run AGM that will leave a positive impression on shareholders and enable businesses to spend more time on strategic planning and less on administrative work. Your company can prepare for a successful AGM by:

    • understanding the company’s regulatory obligations for running a physical, virtual or hybrid meeting;
    • reading meeting materials thoroughly at least one week prior to the meeting and asking clarifying questions ahead of the meeting;
    • providing sufficient notice to shareholders of the date, time and location of the meeting;
    • sending clear instructions to shareholders explaining how they can attend the meeting, access relevant documents and participate in discussions and polls;
    • providing detailed information to shareholders about matters for discussion;
    • ensuring shareholders will have the opportunity to ask questions at the meeting and vote on important matters relating to the company’s governance;
    • anticipating shareholder questions in advance and formulating helpful answers (without divulging sensitive information such as trade secrets); and
    • preparing a shareholder presentation before the AGM to highlight company milestones, achievements and financial highlights.

    Preparing an AGM can be a complex, time-consuming process. Partnering with an experienced full suite provider that offers share registry, meeting and corporate secretary services can reduce the burden on your company during the planning stage and further minimise your risk of non-compliance.

    Preparing board members for AGM attendance

    Mitigating technology risks in AGMs

    As AGMs evolve to accommodate diverse formats, technology has emerged as both an enabler and a potential hurdle. According to Alex Chew, Director of Share Registry Services for BoardRoom Malaysia, the technology risks of AGMs vary depending on the meeting mode selected.

    “If it’s a virtual meeting, then connectivity is a key risk, especially as it has a third-party element,” he says. “Ensuring a good connection as the meeting organiser is only half of the success – for best experience, remote participants at home or in the office need to ensure good, stable, and unfiltered internet connection besides having a good working device.”

    In physical meetings, power outages and hardware failure (e.g. audiovisual equipment and electronic voting systems) can also cause problems.

    Businesses can effectively mitigate technology risks and ensure meeting continuation by implementing thorough contingency plans.

    “For virtual and hybrid meetings, we take steps to ensure a dedicated connection and backups are in place, and we also educate remote participants on how to achieve a good connection,” Alex says. “In physical meetings, we always prepare backup hardware equipment to ensure service continuation and minimise any disruption risk.”

    Mitigating technology risks in AGMs

    Engaging advanced share registry services in Malaysia

    In Malaysia, where digital technology is rapidly advancing and regulations are becoming more complex, businesses must embrace innovation to keep up with AGM trends. Thus, selecting a meeting services provider specialising in powerful, secure, easy-to-use digital meeting technology is important.

    “At BoardRoom, we partner with a reputable meeting platform Lumi Global, which is a certified system that supports all types of meetings,” Alex says. “The system is designed to manage all aspects of security risk.”

    Expert full suite providers like BoardRoom, powered by premium general meetings platforms, like Lumi Global provide a variety of features that empower you to:

    • implement AGM best practices and strategies to enhance engagement, streamline proceedings and promote transparency; and
    • satisfy regulatory requirements with ease (e.g. live voting and Q&A).

    For example, a popular time-saving strategy in virtual and hybrid meetings is to designate moderators or team members who can monitor the live chat and help answer repeat questions.

    “This means your Chairman won’t need to deal with the same questions over and over again, which can help to cut meeting times,” Alex explains.

    Another smart strategy is inviting shareholders to submit questions before the AGM, allowing the board to group similar themes and prepare insightful answers in advance.

    Comprehensive AGM support

    Comprehensive AGM support

    Planning and executing smooth and strategic AGMs can be a complicated task. By ensuring your board members are well-prepared and engaging the support of full suite share registry experts, you can ensure every meeting provides real value to shareholders and achieves strong compliance.

    BoardRoom leads the way for quality full suite share registry services in Malaysia, managing upwards of 350 AGMs and general meetings every year for a diverse range of clients. Our wealth of experience, deep knowledge of local regulations and high-level technological expertise make us the provider of choice for AGM support.

    According to Alex, many clients choose to partner with BoardRoom due to the unrivalled flexibility of our service.

    “Our tailored services have the agility to meet your unique business requirements as they evolve,” he says. “Lumi Global has the agility to accommodate various meeting modes and can be adapted to align with your company constitution.”

    BoardRoom also provides complementary company secretarial services as part of our suite of corporate services, making it quick and easy for clients to access quality support across business functions. Whether you’re a small startup or a sprawling multinational corporation, our qualified business specialists work together to help your business achieve its goals and thrive within Malaysia and beyond.

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