What to Look for in an AGM Moderator?

The pandemic has had a profound impact on the corporate landscape globally. On the one hand, the global health, economy, communities’ dynamics, and investment portfolios have endured the toll of Covid-19; on the other hand, it has significantly altered the way organizations and associations across the globe conduct business or manage their affairs.

Under prevalent circumstances, organizations were driven to devise alternative ways to conduct the critical business aspects, and one of these was virtual meetings. Virtual meetings and corporate events have been a standard practice for many global organizations, but it was a first for many. 

As a result of imposed restrictions and circumstances, even those companies were led to conduct virtual annual general meetings, which would normally have a physical annual general meeting. Thus, a practice that many organizations adopted out of necessity has now become a norm in the world of corporate events. 

With an increase in the practice of virtual annual general meetings being held recently, the importance of AGM moderators has become evident in conducting a successful AGM. This article highlights the importance of AGM moderators and how businesses can go about onboarding the right candidate for the job. 

Why are AGM Moderators important 

While virtual AGM does serve the purpose of bringing the members onboard without them having to be physically present, effective communication can be a problem if not done properly. Shareholders need to be aware of the meeting agenda and what point would be coming up next without being there to see the meeting being conducted. 

Other aspects critical to the shareholder experience include the opportunity to ask the relevant questions and the ability to cast a vote. So, they need to be aware of what to expect and how and when to participate in the interactive aspects of the meeting. 

The absence of effective moderation may result in failure to have a good AGM. As a consequence, the attendees may walk away with a negative perception of the company or feel demotivated to participate fully in subsequent shareholder events.

It only thus makes sense to have impartial intermediaries who can ensure that the meeting aspects are transparent and all participants are given the fair opportunity to have their say.

What do AGM Moderators do

Moderating an AGM is a huge undertaking, and a lot is banking on individuals running the show or acting as intermediaries between the participating bodies. AGMs have significant implications for the stakeholders, so it is only natural that the business would want the event to go smoothly and deliver the desired results. 

AGM moderators can assist the business in conducting the AGM successfully and ensure that the meeting is run smoothly. Here are a few functions AGM moderators perform to ensure seamless execution of the meeting

• They are responsible for ensuring that the meeting has been arranged properly.
• They provide all the necessary reporting and keep you updated with the quorum count throughout the meeting.                                                                                                                                                                                        
• They must understand the legal and business aspects and the meeting objectives and ensure that the agenda is followed through.
• They must be able to explain to the shareholders how they can participate in the interactive aspects of the meeting, including live polls voting and asking questions from the board or the company’s executive team.
• They administer the Q&A session and ensure participation from all corners. 
• They manage the voting session and provide updated reporting on voting.
• AGM moderators are also responsible for managing the technical logistics of the meeting and providing expert support for the relevant technical aspects and troubleshooting issues, if any. 

How can choosing the right AGM Moderators benefit you

Now that we have established the criticality of the role that the AGM moderators play and the tasks they are required to perform, as a business, you can go ahead and choose the right partners to liaison with for your next corporate event.

The right partner must possess the management and technical expertise to assist the business in running an effective and fruitful event, whereby all the relevant stakeholders are satisfied with the participation, seamless communication is maintained for all channels, and the agenda is followed through.

The AGM moderators must be equipped with the requisite technical expertise and familiarity with AGMs and their significance to facilitate in conducting a successful event. They are reliable, experts at time management, and well-organized and will be a great asset for your corporate event.

Here is how your business can benefit from having an AGM Moderator onboard for your upcoming annual general meeting.

Convening the meeting and making the Quorum

The AGM moderator will provide reporting support and continue to update you with the quorum count whenever required. They will assist in adding new candidates to the meeting and sending invites ahead of the session. 

Ensuring stakeholder engagement

The AGM moderator will facilitate you throughout the meeting to create a convenient and seamless experience while ensuring that the meeting time is managed efficiently. They will ensure a satisfactory experience for the stakeholders by facilitating them during the questions and answers period during the meeting.

Ensuring transparency

The AGM moderators will act as a neutral body and play an independent role in ensuring meeting proceedings are impartial, transparent, and secure. They will moderate the Q&A sessions, hand raising, and virtual polling to ensure transparency and equal participation.

Facilitating voting via polls

Voting is an integral part of annual general meetings. The AGM moderator will also be responsible for providing you with the live voting poll results when required and will facilitate you with up-to-date information in this regard. 

The moderator will ensure a transparent voting process from beginning to end with appropriate checks and balances throughout the procedure. You will be provided with owner accreditation, audit logs, and documented voter history to ensure the voting process’s transparency and accuracy.

Technical support

Seamless communication is critical for an effective virtual meeting, particularly when it is as significant as the annual general meeting. That being said, the AGM Moderators will use their technical expertise to ensure the smooth running of the meeting and will be available to troubleshoot in the event of technical errors. CondoVoter can help you find the perfect AGM moderator to assist in your meetings.