Top Tips for Running a Successful Annual General Meeting Part II - Remote Considerations

Ensure your virtual Annual General Meeting is a success, whatever the technological platform you opt for.

The event landscape has undoubtedly changed, and interactivity and information accessibility are no longer just essential but also need to be presented in a manner that correlates with these changing dynamics. The desire of attendees to get involved and express their thoughts is higher than ever, and the business sector is taking notice.

As a result, there has been something of a shift from traditional business meeting events to hybrid AGMs, with the latter being an increasingly popular alternative. Meeting organisers have found that they can save time and money by doing so.

The effective and innovative use of technology remains the catalyst behind modern AGM's wherein in 2021, 79% (158 companies) of the ASX200 conducted fully virtual AGMs, with 17.5% (35 companies) opting for a hybrid meeting. Only 2.5% of the ASX200 conducted (by choice) to run an in-person only meeting.The rise of hybrid AGMs has been rapid, and they are here to stay. New legislation has been passed making hybrid events a permanent fixture in business. As the 2020 Innovation award winners for our work on hybrid events, we've put together the following few tips to help ensure your virtual AGM is a success, whatever the technological platform you opt for.

Be Accessible

There's no point running an event that can't be easily accessed by attendees, so make sure there are clear communication protocols in place. Most importantly of all, try to ensure that information is presented in a user-friendly and accessible manner.

Don’t Crowd your Screen

Rather than cram all the content into one screen, you should spread things out over several windows and slides, which will help to minimise confusion about where information is being placed. Similarly, ensure that video content isn't too large for attendees to view easily.

Tech Must be a Means of Service, not an Obstacle

You'll need to gauge what people want from their experience and then deliver upon this in the most user-friendly way possible. This includes making sure that your virtual tools aren't too complicated or time-consuming. Don't expect everyone to already be familiar with how things work, so make it as simple as possible for them to get started.

Be Device Friendly

Be aware that people will be using whatever equipment is the most convenient for them, so you should ensure that it's capable of running your chosen platform effectively. Mobile responsiveness is essential to ensure that attendees don't feel restricted from the experience in any way.

This is especially important if you're covering an international event because technology isn't always universal.

If your audience is likely to be using their own devices, make sure you provide the necessary support across all platforms including Android phones and tablets, iOS devices such as iPads and iPhones, etc.

Enable Collaboration

Some people will choose to access your presentation remotely, but others might want to engage in real-time with the presenters or other attendees. Live moderated chat functionality, live Q&A with polling and feedback submissions provide a level of immersion that's comparable to an in-person event without even leaving their house!

Virtual AGMs are evidently becoming an increasingly popular alternative to traditional in-person meetings, as they offer several advantages including cost and time savings. To make sure your virtual AGM is a success, be sure to follow the tips we've outlined in this article. These include making information accessible, using technology in a user-friendly way, and ensuring that devices are compatible. Most importantly, remember that the tech should be used as a means of service to enhance the experience of your audience.

This is part two of our "How to run a successful AGM" series. To view part one click here.