As the peak meeting season approaches, ASX-listed companies are presented with a valuable opportunity to engage shareholders, reinforce transparency, and demonstrate strong governance. A well-executed Annual General Meeting not only satisfies regulatory obligations but also strengthens investor confidence and corporate reputation. In 2024 alone, Computershare supported over 980 meetings across Australia and New Zealand and can offer a wealth of insight into what drives success.
To ensure a smooth and impactful AGM, companies should focus on eight key areas—each of which can be significantly enhanced through collaboration with Computershare as your registry partner.
1. Early planning and timelines
The foundation of a successful AGM lies in meticulous planning. Establish a clear timeline that includes key milestones such as notice of meeting preparation, proxy form design, shareholder communications, and logistics. Begin your preparations at least three to four months in advance to allow for contingencies and stakeholder input. Computershare can provide a detailed timeline template to help keep everything on track.
2. Compliance with regulatory requirements
Ensuring compliance with the Corporations Act, ASX Listing Rules, and ASIC is non-negotiable. This includes accurate notice of meeting content, proxy form formatting, and lodgement deadlines. Ensure you are well-versed in these requirements and remember to leverage Computershare's compliant, standardised templates.
3. Clear and accessible shareholder communications
AGMs are a key touchpoint with shareholders, so communications must be clear, concise, and accessible. This includes the notice of meeting, explanatory memoranda, and proxy materials. Consider using plain language and visual aids to enhance comprehension. Computershare can assist with document design, digital distribution, and accessibility compliance to ensure materials reach and resonate with all shareholders.
4. Hybrid and virtual meeting readiness
The shift towards hybrid and virtual AGMs continues to evolve. In 2024, hybrid meetings accounted for 61.5% of AGMs across the S&P/ASX2001, reflecting a clear preference for flexibility. Computershare provides an integrated meeting platform that is secure, user-friendly, and compliant with regulatory standards. In addition, we can offer technical support, online meeting guides, rehearsal sessions, and contingency planning to ensure seamless execution.
5. Proxy management and voting integrity
Accurate proxy collection and vote tabulation are critical to the legitimacy of AGM outcomes. Companies should encourage early proxy submission and provide multiple voting channels (online and mail). Computershare helps you manage proxy solicitation, validates submissions, and delivers real-time reporting dashboards, ensuring transparency and confidence throughout the voting process.
6. Board and executive preparation
Board members and executives must be well-prepared to address shareholder questions, present resolutions, and articulate the company's strategy. In 2024, nearly 100 board-endorsed director candidates received 10% or more votes against their election2 – an indicator of growing shareholder scrutiny. Conduct mock Q&A sessions, rehearse presentations, and align on messaging. Computershare can provide insights into shareholder sentiment and past voting trends to help anticipate areas of concern and tailor responses accordingly.
7. Shareholder engagement and participation
Boosting shareholder participation enhances the legitimacy of AGM decisions. In 2024, issued capital voted increased by 7.9%3 – the highest level since 2019 – this demonstrates greater engagement across all listed companies. Be sure to leverage targeted communications, reminders, and educational content to encourage shareholder participation. Computershare can segment shareholder data and deploy engagement campaigns to assist in maximising voting participation.
8. Post-AGM reporting and analysis
Your AGM doesn't end when the meeting closes. Timely publication of voting results, meeting minutes, and shareholder feedback is essential. In 2024, 40 remuneration strikes were recorded in the ASX3004, including 12 second strikes – highlighting the importance of post-meeting analysis and follow-up. Computershare offers post-meeting analytics, benchmarking reports, and debrief sessions to help companies continuously improve.
Computershare's role in your success
Computershare is more than just an administrative service provider—we are a strategic ally in delivering a compliant, efficient, and engaging AGM. From managing shareholder data and distributing materials to hosting virtual meetings and analysing outcomes, our expertise and infrastructure is invaluable.
By leveraging our technology, regulatory knowledge, and operational support, ASX-listed companies can navigate the complexities of AGM season with confidence and clarity.
AGMs are a pivotal moment in the corporate calendar. With careful planning, stakeholder alignment, and the right support, you can turn your meetings into powerful platforms for transparency, trust, and long-term value creation. Start early, stay compliant, and lean on Computershare to help you successfully navigate the AGM season.